Do you thrive on keeping things running smoothly – and helping leadership focus on what matters most?
We’re looking for an Executive Assistant to the CEO – a bilingual professional who can blend organisation, discretion, and people skills to keep our CEO’s office working at its best.
Based in Tokyo, this is a trusted, high-responsibility role at the heart of our global VFX studio. You’ll manage the CEO’s schedule, coordinate travel, keep meetings on track, and act as a cultural bridge between Japanese and international teams. You’ll also play a key role in board and shareholder support, communication flow, and event planning – all while spotting opportunities to improve processes and strengthen connections across the company.
This role is ideal for someone who’s proactive, detail-driven, and comfortable working in a fast-moving, multicultural environment.
Key Responsibilities:
- Calendar & Meeting Management: Keep the CEO’s schedule running smoothly, prioritising effectively, resolving conflicts, and ensuring prep materials and follow-ups are handled promptly.
- Travel Coordination: Plan and adjust domestic and international travel, including flights, visas, accommodation, and itineraries.
- Meeting Support: Attend meetings with or on behalf of the CEO, take clear and accurate notes, track actions, and follow up as needed.
- Board & Shareholder Support: Prepare agendas, manage materials, take minutes, and maintain a high standard of documentation.
- Communication Assistance: Draft and respond to emails, monitor messages, and ensure important information reaches the right people at the right time.
- Language & Cultural Guidance: Translate and interpret between English and Japanese, offering cultural insight to ensure respectful, clear communication.
- Positive Challenge: Provide thoughtful feedback, flag potential concerns, and suggest improvements in communication, delegation, or consultation.
- Event Planning: Support internal and external events, from staff celebrations to formal functions, ensuring polished, successful delivery.
- Project Tracking: Help manage CEO-led initiatives, ensuring tasks are delegated and progress reported.
- Confidentiality: Handle sensitive information with professionalism and discretion.
What You’ll Bring:
- 3+ years in a senior administrative, EA/PA, or coordinator role (creative or international environments preferred).
- Fluency in English and Japanese, written and spoken.
- Excellent communication and interpersonal skills.
- Experience supporting senior executives or high-level stakeholders.
- Strong skills with GSuite, Slack, and calendar tools.
- A high level of discretion, reliability, and judgement.
- Impeccable attention to detail and time management.
- Event planning experience is a plus.
- Comfort working in a multicultural, fast-paced, creative environment.
Keep the CEO focused, the office running – and help shape the flow of the entire company.
