Administrative Assistant

• Guide product portfolio direction by evaluating investments and strategic choices, balancing growth, profitability, and risk in the long-term product roadmap
• Analyze ROI to evaluate the return on investment for both current and proposed initiatives, driving confident resource allocation decisions
• Define and refine business models to ensure the organization creates and captures value in a scalable and sustainable way
• Conduct competitive benchmarking by monitoring market trends to identify gaps and generate actionable strategic insights
• Lead and coordinate cross-functional projects, managing timelines, stakeholders, and deliverables to ensure on-time completion
• Drive operational cadences including planning cycles, steering committees, and business performance reviews
• Identify and resolve operational bottlenecks, escalating issues proactively and proposing practical solutions
• Build and maintain project trackers, dashboards, and status reports that provide clear visibility to leadership
• Prepare high-quality presentations, briefing documents, and reports for senior executives and leadership forums
• Synthesise inputs from multiple functions into cohesive, well-structured materials suitable for C-suite audiences
• Act as a coordination hub across business units, facilitating alignment and driving decisions forward
• Build strong working relationships with internal and external stakeholders at all levels

Assistant Manager, Business Planning & Strategy

• Provide operational, financial, administrative, and human resources support to the Office of the Rector
• Provide administrative support for finance, human resources, procurement, and general office operations
• Prepare and process ERP transactions
• Support budget setup and supplier management in the ERP system
• Assist with asset management activities
• Run financial reports in the ERP system and prepare pivot tables in Excel
• Support procurement activities and maintain related documentation
• Support the preparation of travel, logistics, and administrative documentation for meetings
• Update and maintain the UNU Council SharePoint site
• Draft, format, proofread, and archive administrative correspondence
• Provide administrative support for HR-related activities
• Perform any other duties as assigned by the Council & Administrative Officer

Administrative and HR Assistant

• Manage the day‑to‑day operation of the Japan office to ensure a safe, well‑maintained, and welcoming workplace experience aligned with Kinaxis standards and employee expectations.
• Oversee office administration activities, including managing office supplies and equipment, coordinating mail and deliveries, and maintaining overall office organization, cleanliness, and readiness for daily use.
• Own local facility management activities, including coordination of maintenance, repairs, and preventative services to ensure the office remains fully functional and employee‑ready.
• Serve as the primary point of contact for building management and the landlord, coordinating activities such as fire drills, power outages, access coordination, parking, and other building‑related matters.
• Coordinate and manage external vendors and service providers (e.g., cleaning, maintenance, security, waste management, utilities) to support consistent office operations and service quality.
• Manage the local office budget and related expenses in partnership with Global Workplace Experience and Finance, identifying cost‑effective solutions while maintaining service standards.
• Act as a key liaison between employees, local leadership, and Workplace Experience, responding to day‑to‑day inquiries, resolving issues, and escalating risks or gaps as appropriate.
• Support employee experience initiatives locally, including onboarding and offboarding coordination, emergency preparedness activities, environmental, health & safety initiatives, and fitness & nutrition programs.
• Provide onsite support for visitors and customers, including coordinating access, parking, wayfinding, meeting room setup, and day‑of visit logistics.
• Manage security access requests locally, including badge programming, visitor passes, and coordination of access schedules for employees and guests.
• Own and manage facilities-related ServiceNow tickets for the Japan office, ensuring timely response, resolution, and communication with stakeholders.
• Support local all-staff events and meetings hosted in the office, including space setup, vendor coordination, and post‑event reset as required.
• Identify opportunities to improve workplace experience, processes, and service delivery, sharing feedback and insights with the global Workplace Experience team.

Office Manager

• Build and maintain a high-performing and engaged Tour Director community that consistently delivers exceptional customer experiences.
• Ensure Tour Director supply meets business needs through effective forecasting, recruitment, and workforce planning.
• Drive strong operational performance through effective allocation, cost management, and issue resolution.
• Improve Tour Director retention, engagement, and overall performance.
• Develop a capable and motivated Regional Office team that supports both day-to-day operations and long-term business goals.
• Contribute to continuous improvement initiatives across Japan and APAC Operations.
• **Team & Reporting Structure**
• This role sits within the APAC Operations Management Team and carries dual reporting lines:
• - Functionally to the Senior Manager for TD Management APAC, based in Sydney
• - Operationally to the Senior Director of APAC Operations, based in Tokyo
• The Japan Operations Management Team are direct peers of this role. Collaboration, information-sharing, and joint decision-making with Japan Operations peers are central to how this role operates.
• The same peer relationship applies within the broader APAC Operations Management Team. This role is a full and active participant in the APAC management community, contributing to shared goals, cross-regional initiatives, and collective accountability for operational outcomes across the region.

Administrative Assistant jobs in Japan

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Assistant Manager, Business Planning & Strategy

Administrative and HR Assistant

Office Manager

Regional Office Manager, Tour Directors