Executive Assistant

SmartNews is a global leader in redefining information and news discovery, committed to providing users with accurate, timely information and supporting quality journalism. We combine the power of our unique machine-learning technology with the expertise of our first-rate editorial team to bring news that matters to millions of users from our over 3,000 global publishing partners.

Founded in 2012 in Tokyo, Japan, SmartNews has offices in Tokyo, San Francisco, Palo Alto, New York, and Singapore.

At SmartNews, we thrive on innovation, collaboration, and making a meaningful impact. As an Executive Assistant, you will play a key role in enabling the success of our Corporate Department by supporting our CFO and Division Heads. Your organizational expertise and proactive mindset will directly contribute to streamlining operations and maximizing efficiency for the leadership team.

We are seeking a professional who is highly motivated, detail-oriented, and thrives in a dynamic and fast-paced environment. This role offers an exciting opportunity to collaborate with talented individuals and make a real difference in shaping the future of our company.

Key Responsibilities

• Time Optimization: Help executives spend their time efficiently by managing calendars and offering thoughtful advice on how to maximize their productivity.
• Travel Coordination: Plan and arrange travel schedules, considering return on investment (ROI), timing, synergy with other priorities, and budget management.
• Meeting Preparation: Support meetings proactively by understanding the context of executive calendars, participants, and agendas to ensure success.
• Event Management: Lead the planning and execution of team events, offsites, and All Hands meetings.
• Collaboration: Partner closely with executives to adapt to changing priorities and contribute to the overall success of the team and department.

Ideal Candidate

• You are an excellent communicator who can build trust and collaboration with diverse stakeholders.
• You have a proactive, problem-solving mindset and are ready to tackle challenges with creativity and confidence.
• You are detail-oriented and can seamlessly manage multiple priorities in a fast-paced environment.
• You are a team player, eager to support and innovate alongside colleagues.

Requirements

• Minimum of 4 years of experience as an executive assistant.
• Demonstrates impeccable confidentiality and the ability to anticipate and address potential issues within their scope of responsibility.
• Expertise in Japan-specific business practices and etiquette, while ensuring smooth and culturally appropriate communication with domestic and international stakeholders.
• Strong critical thinking skills and a proactive approach to preparation and problem-solving.
• Excellent communication skills, with the ability to collaborate seamlessly with diverse stakeholders at all levels.
• A self-motivated individual who can independently drive results and manage outcomes with minimal supervision.
• Flexibility to be available on holidays and weekends when necessary.
• Native-level proficiency in Japanese, including reading, writing, and speaking.
• Business-level proficiency in English, including reading, writing, and speaking.
• Ability to manage and support projects directly under executive leadership.
• Provide operational support for key company-wide meetings, including Board of Directors meetings and the Annual General Meeting of Shareholders.
  
  
  At SmartNews, we value people who are passionate, adaptable, and committed to helping us grow. If you are looking for a role where you can make an impact, we’d love to hear from you.
  
• Office location: Tokyo
• Click here for more details about working conditions.

Benefits

Benefits available at the SmartNews Tokyo Office

• All healthcare and social insurance required by the Japanese labor law, plus annual health check 
• Click here to learn more about the employee benefits available at our Tokyo office