Meltwater

Administrative Assistant

Meltwater

full-time

Posted on:

Location Type: Hybrid

Location: Tokyo • 🇯🇵 Japan

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Job Level

JuniorMid-Level

About the role

  • 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.

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative supportcalendar managementmeeting coordinationnote-takingJapanese English translationconfidential information handlingevent organizationproject supporttask managementlogistics preparation
Soft skills
organizational skillsattention to detailprofessionalisminitiativewritten communicationverbal communicationadaptabilitycollaborationdiscretionindependence