VML & Ogilvy | Executive Assistant, Japan

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Position Title

Executive Assistant, WPP Creative Japan

Location

Tokyo, Japan

Reporting To

WPP Creative, Japan CEO

About WPP Creative Japan

WPP Creative Japan is part of the global WPP network, bringing together world-class creative, strategy, content, production, and integrated marketing capabilities to deliver transformative solutions for leading clients in Japan and globally.

As our business continues to evolve toward a more integrated, fast-paced, and collaborative operating model, we are seeking a highly capable Executive Assistant who can support senior leadership while proactively helping the organization operate smoothly across functions and teams.

Role Overview

The Executive Assistant will provide high-level administrative and operational support to senior leadership within WPP Creative Japan. Initially, the role will support the WPP Creative Lead, Senior Finance Director, and Managing Director; however, the scope and leadership coverage may evolve depending on business priorities and organizational structure.

This role goes beyond traditional executive support. We are looking for someone with a strong “can-do” attitude who is comfortable operating in a dynamic international environment and willing to step in wherever support is needed. The ideal candidate is highly organized, detail-oriented, proactive, and capable of handling a broad range of responsibilities across scheduling, communication, coordination, events, internal operations, and stakeholder management.

The successful candidate will play an important role in ensuring leadership effectiveness and helping the broader organization run efficiently.

Key Responsibilities

Executive Support

Manage complex calendars, meeting coordination, and scheduling across multiple senior stakeholders and time zones

Coordinate internal and external meetings, including leadership meetings and client meetings

Arrange domestic and international business travel, accommodations, and itineraries

Support expense processing, invoice coordination, and administrative documentation

Prepare meeting materials, agendas, minutes, and follow-up actions as required

Help prioritize and manage incoming requests and communications for senior leaders

Leadership & Organizational Support

Support preparation and coordination of Townhall meetings, Exco meetings, leadership offsites, and internal communications

Coordinate cross-functional activities across departments and agencies within WPP

Assist with presentation preparation, document formatting, and reporting materials

Provide operational and logistical support for internal initiatives and business projects

Welcome and coordinate client visits and executive hospitality arrangements

Proactively identify and support operational gaps or tasks that may not clearly sit within a single function

Communication & Stakeholder Management

Communicate professionally and effectively with both Japanese and international stakeholders

Maintain a high level of confidentiality, discretion, and professionalism at all times

Build strong working relationships across multiple teams and seniority levels

Qualifications & Experience

5+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role within an international company or fast-paced environment

Experience supporting multiple senior executives simultaneously preferred

Strong organizational and multitasking abilities with excellent attention to detail

Ability to manage competing priorities and work independently with minimal supervision

Strong interpersonal and communication skills

Comfortable working in a matrixed and evolving organization

High level of ownership, flexibility, and problem-solving mindset

Proficiency in Microsoft Office, Google Workspace, and common collaboration tools

Language Requirements

Native-level Japanese proficiency

Business-level English proficiency required (comfortable communicating with global stakeholders in both written and spoken English)

Preferred Attributes

Positive, proactive, and collaborative mindset

Strong sense of discretion and professionalism

Ability to remain calm under pressure and adapt to changing priorities

Service-oriented attitude with willingness to support beyond formal job scope when needed

Experience in advertising, media, creative, consulting, or other fast-paced professional services environments is a plus

We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office around four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.

WPP is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.

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