Executive Assistant / Office Manager

Part of The Weber Shandwick Collective (TWSC), we’re the earned-first global communications agency, led by world-class strategic thinkers and creative activators. We create shared and sustainable value for businesses, people, and society. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses.

Our game-changing work is recognised by some of the most prestigious industry awards bodies, and we have won more than 135 Lions at the Cannes Lions International Festival of Creativity. We’re also PRWeek’s 2024 Global Agency of the Year as well as being listed on the Ad Age A-List 2024 and Fast Company's Most Innovative Companies 2024.

About the role

We are seeking a bright and motivated Executive Assistant / Office Manager with a proven track record and a passion for excellence to support our Managing Director in Japan. In this role, you will be responsible for managing both EA tasks for the MD and managing the Workforce Solutions team of 3 people.

Responsibilities:

Manage MD’s calendar and schedule, including arranging external and internal meetings with colleagues, clients and business partners, and optimizing their access to MD

Attend weekly and monthly management meetings to take minutes

Support administrative tasks around client service, working closely with Team Leaders to consolidate critical information and action items

Input time in internal time record system on behalf of MD in a timely manner

Processes expense claims in a timely manner

Arrange seasons greetings and gifts for colleagues, clients and business partners per MD request

Act as point of contact for various corporate memberships, creating purchase orders, processing invoices, and ensuring registration information is up to date

Manage office facilities (company common tools, services, equipment, etc.) and lead a team of 3.

Manage company common expenses (Digital tools, Software services, etc.) and liaise with Finance

Plan and operate hybrid (working from office + working from home) work environments

Select, contract, negotiate and manage outsourcing companies for office services

Manage facilities, equipment, stationery, business cards, mails, and courier services, etc.

Support company events for employee engagement

Requirements

At least 5 years’ experience in EA / Secretarial / General Affairs work in a multinational company

Native level language skills of Japanese and Business level language skill of English (TOEIC 800 and above)

Good communicator, with ability to convey information accurately to internal and external stakeholders

Professional and discrete in handling confidential information

A proactive problem-solver with interest in business AI tools to streamline the MD's workflow and approval processes

Business Communication skills, problem-solving skills, Logical/ Analytic thinking, and abilities to suggest improvements

Ability to multi-task in a fast paced and dynamic working environment

Business level Microsoft Excel, PowerPoint and Word. (Familiarity with SharePoint a plus.)

Note from the team

Weber Shandwick is proud to be an equal opportunity employer. Weber Shandwick is committed to building a culture where all employees are seen as equal, are respected and where all opinions are heard. We take pride in our inclusive hiring, as well as our diverse workforce and we welcome applications from all qualified candidates.

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