Executive Assistant Director Support

【POSITION OVERVIEW】 We are looking for a highly organized and proactive Executive Assistant to support our Director with day-to-day administrative operations, hiring coordination, and new hire onboarding. This role is designed to free up the Director’s capacity for strategic priorities by owning the routine workflows that are critical to the organization’s smooth functioning. The ideal candidate is detail-oriented, self-directed, and comfortable operating in a fast-paced environment where priorities can shift quickly. You will serve as the operational backbone for the Director’s office, ensuring nothing falls through the cracks. 【KEY RESPONSIBILITIES】 Administrative Support • Manage the Director’s calendar, scheduling meetings, appointments, and travel with attention to priorities and time zones • Draft, proofread, and send correspondence and communications on behalf of the Director • Prepare meeting agendas, take accurate minutes, and track follow-up action items • Organize and maintain digital filing systems, documentation, and records • Handle expense reports, invoices, and budget tracking in coordination with Finance • Screen and triage incoming emails, calls, and requests, escalating appropriately • Coordinate logistics for internal and external meetings, including venue booking and materials preparation Hiring Coordination • Partner with the Director and HR to coordinate end-to-end recruitment activities for open roles • Post job descriptions across relevant platforms and track applicant pipelines in the ATS • Schedule and confirm interviews with candidates and interviewers, managing all logistics • Communicate professionally with candidates throughout the hiring process, ensuring a positive experience • Consolidate interview feedback and prepare hiring summary reports for the Director • Liaise with HR and external recruiters to ensure timely movement of candidates through the pipeline • Maintain organized records of all open roles, candidates, and hiring decisions Onboarding Coordination • Prepare and distribute onboarding materials, welcome packages, and first-week schedules for new hires • Coordinate with IT, HR, and Facilities to ensure equipment, access, and workspace are ready before Day 1 • Serve as the primary point of contact for new hires during their first weeks, answering questions and guiding them • Schedule onboarding meetings with key stakeholders, team leads, and cross-functional partners • Track completion of onboarding checklists and flag any gaps to the Director or HR • Gather feedback from new hires and contribute to ongoing improvements to the onboarding process 【JOB REQUIREMENTS】 Required • 3–5 years of experience as an Executive Assistant, Administrative Assistant, or similar role in a professional or corporate environment • Demonstrated experience supporting senior leadership, including Directors or C-suite executives • Business-level proficiency in both Japanese and English (written and spoken) • Exposure to recruitment coordination or HR administrative workflows • Exceptional organizational skills with the ability to manage multiple priorities simultaneously • High level of discretion and the ability to handle confidential information • Proficiency in Microsoft Office Suite and/or Google Workspace • Familiarity with Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, or similar) Preferred • Experience managing onboarding programs or working closely with People Operations teams • Exposure to project management tools such as Asana, Notion, or Monday.com • Background in fast-paced startup, tech, or consulting environments • JLPT N1 certification or equivalent 【BENEFITS】 • Social Insurance • Commuting/Transportation Allowance • Education/Training • Five-Day Workweek • Summer Holidays • Winter Holidays • Sick Leave