Executive Assistant (Tokyo, Japan)

We’re looking for an Executive Assistant / Office Coordinator to support Figma’s Country Manager in Japan to strategically manage the day-to-day administrative and operational needs of the Japan business, while also contributing significantly to projects and initiatives that help drive the company’s priorities.

What you’ll do at Figma:

• Manage the Country Manager (CM)’s calendar, meetings, and international travel arrangements whilst briefing the CM prior to meetings, calls, and events
• Inbox management for the CM, respond to scheduling requests & highlighting any key emails
• Submit monthly expenses for the CM, ensuring all internal policies are followed closely. Sign-off expenses for the CM’s reports
• Coordinate Japan Leadership Team, Sales Leaders meetings and other meetings (offsites) led by the CM, organizing the agenda and following up on action points
• Lead all planning for monthly Japan All Hands meetings, co-ordinating all content and slides
• Be a go-to person for all office related matters in Tokyo, communicating and escalating to the Singapore Workplace Manager.
• Collaborate with the Workplace Manager in Singapore to implement workplace programs in Japan such as basic office health and safety responsibilities, including establishing and inspecting emergency supplies and safety equipment.
• Manage office inventory and restock supplies, coordinate logistics for in-office events, and communicate with building management
• Identify opportunities to improve the office culture and space 

We'd love to hear from you if you:

• Have 7+ years of experience in an administrative or support role in a growth environment 
• Have experience building a great culture with an executive
• Enjoy working in a fast paced environment and can adapt quickly to changing demands
• Are an expert at prioritizing and seeing around corners
• Are trustworthy, reliable and will maintain strictest confidentiality
• Have expert communication skills and can communicate with a wide range of stakeholders in person, virtually and over email
• Have a positive outlook and constantly strives to create a positive, inclusive environment for others to thrive in
• Possess native-level Japanese & business fluency in English

While it’s not required, it’s an added plus if you also have:

• Have office management or coordination experience in an office with 40+ people
• Possess passion for office management and cultural activities as well as secretarial work.
• Hold or have an interest in certifications related to office management, such as hygiene management (衛生管理)

At Figma, one of our values is Grow as you go. We believe in hiring smart, curious people who are excited to learn and develop their skills. If you’re excited about this role but your past experience doesn’t align perfectly with the points outlined in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.