VIP Engagement Assistant

Job Description The Opportunity An exciting opportunity has arisen to join the VIP Engagement team supporting the delivery of DSEI Japan 2027, Japan's leading defence and security exhibition. We are recruiting four VIP Engagement Assistants to support the planning and delivery of our internationally recognised VIP engagement programme. Working as part of a dedicated team, successful candidates will help connect senior government /self-defence force stakeholders with exhibitors, ensuring VIP visitors receive a high-quality and productive event experience at DSEI Japan 2027. These roles sit within our Programming function and will play a key role in coordinating VIP engagement activity, managing stakeholder communications, facilitating valuable introductions, and supporting the delivery of tailored visit programmes. The positions offer a unique opportunity to develop experience within the international events industry and defence sector whilst working with senior decision-makers from across government, military, and industry communities. While all four roles sit within the VIP Engagement team and share a common skill set, responsibilities may focus on either: • VIP Engagement, liaising directly with Japanese government and self-defence force VIP delegations and their support staff; or • Exhibitor Engagement, working closely with Japanese exhibiting companies, maximising their participation in the VIP programme and facilitating relevant introductions. Working Rhythm, Peak Periods, and Team Environment This is a fast-paced, deadline-driven role. Most weeks follow a structured and organised cadence; however, the period immediately before and during DSEI Japan is highly dynamic and requires flexibility, collaboration, and excellent prioritisation. Successful candidates will be supported by clear processes, regular communication, and an experienced team environment. Occasional extended hours may be required during critical delivery periods and onsite event dates. Successful candidates will work alongside a friendly, supportive and highly collaborative team, where knowledge sharing, mutual respect and a positive attitude are encouraged. The role offers the opportunity to build strong relationships across departments and contribute to a shared sense of success. Working Hours 0930-1800 Monday to Friday Job Requirements Knowledge, Skills & Behaviours Essential • Excellent organisational and planning skills • Exceptional attention to detail • Strong written and verbal communication skills • Professional and confident stakeholder engagement skills • Ability to build rapport and establish trusted working relationships • Strong customer service mindset • Ability to manage multiple tasks and deadlines simultaneously with prioritisation • Calm, composed, and reliable under pressure, able to adapt to changing circumstances • Strong problem-solving abilities and a proactive approach to work • Ability to work independently whilst contributing positively to a team environment • Resilient, adaptable, and solution-focused • A positive, enthusiastic and professional attitude • Proficiency in Microsoft Office applications and database management systems Desirable • Previous experience in event delivery, exhibitions, hospitality, customer engagement or stakeholder management • Experience working with senior-level stakeholders • Knowledge of the defence and security sector • Understanding of military or government organisational structures The Candidate The successful candidate will be highly organised, proactive, and comfortable working within a fast-paced environment. You will possess excellent interpersonal skills and enjoy building relationships with a wide range of stakeholders. You will be confident communicating with senior individuals, capable of managing multiple priorities, and committed to delivering exceptional customer experiences. Experience within events, customer service, stakeholder engagement, coordination, hospitality, or administration would be advantageous, although candidates from other professional backgrounds with transferable skills are encouraged to apply. What We're Looking For You'll thrive in this role if you: • Enjoy building relationships and helping people succeed • Take pride in delivering high standards of work • Remain calm and organised when priorities change • Communicate clearly and professionally • Approach challenges with a positive, solutions-focused mindset • Enjoy working as part of a collaborative team • Are excited by the opportunity to contribute to a world-leading international defence and security event English Level Business Conversation Level (TOEIC 735-860) Japanese Level Fluent(JLPT Level 1 or N1) Salary JPY 4500K - JPY 5000K Other Salary Description Bonus - A performance-related bonus of up to ¥160,000, linked to pre-agreed Key Performance Indicator delivery Other: • Commuting expenses reimbursed in accordance with company policy • Enrolment in Japanese social insurance schemes (Health Insurance, Employees' Pension Insurance and Employment Insurance), where eligibility criteria are met • Work From Home days on Monday and Friday Holidays Paid annual leave in line with Japanese labour legislation Five-Day Workweek Job Contract Period Fixed-Term Contract: 25th January 2027 - 30th April 2027