Office Manager at HEIMPLANET with a focus on preparatory accounting. Role includes financial management, sales support, and process optimization in a hybrid work environment.
About the role
- Administrative Assistant providing essential support to Meltwater's executive team in Tokyo. Responsibilities include office management, scheduling, and coordination across teams while supporting in Japanese and English.
Responsibilities
- Provide administrative support to the executive team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Assist with office management tasks such as handling mail, organizing supplies, and maintaining a welcoming and efficient office environment.
- Help prepare agendas and materials for meetings and presentations, ensuring all logistics are in place.
- Serve as a point of contact for internal teams and external stakeholders, ensuring smooth communication and timely follow-ups.
- Handle incoming communications, including emails and phone calls, with professionalism and discretion.
- Assist with meeting coordination, take notes, and track action items and follow-ups.
- Organize and coordinate company events, team meetings, and other internal gatherings.
- Provide support for special projects and ad-hoc tasks as requested by the executive team.
- Support in Japanese English translation.
- Ensure office operations run smoothly and efficiently, supporting a productive and positive work environment.
- Work on-site in our Tokyo office 3-5 days per week, or as needed based on team presence.
Requirements
- At least 1-2 years of experience in an administrative or support role, preferably in a fast-paced environment.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
- Ability to handle confidential information with professionalism and integrity.
- Proactive and able to take initiative in supporting the team, with excellent written and verbal communication skills in Japanese and English.
- Familiarity with productivity tools like Microsoft Office Suite, Google Workspace, and calendar management software.
- A positive, adaptable, and collaborative mindset, with a strong desire to learn and grow in a dynamic team.
- Comfort working independently, but also contributing as a team player when needed.
- Discretion when handling confidential information.
- Willingness to embrace the best of both worlds with our hybrid work schedule.
- Flexibility to support occasional off-hours work as needed by the team.
- The ability to legally work in the country of hire is required for this position.
Benefits
- Enjoy 20 days of annual paid time off plus an additional day off on your birthday !
- Monthly wellness allowance to support your commitment to a healthy lifestyle.
- Comprehensive health insurance tailored for you, complete with an annual health check.
- Employee assistance programs covering mental health, legal, financial, wellness, and behaviour areas to ensure your overall well-being.
- Complimentary CalmApp subscription for you and your loved ones, because mental wellness matters.
- Energetic work environment with a hybrid work style, providing the balance you need.
- Benefit from our family leave program, which grows with your tenure at Meltwater.
- Thrive within our inclusive community and seize ongoing professional development opportunities to elevate your career.
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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