Personal Assistant (Japanese Speaking)

London, England, United Kingdom

7/29/2025

Position: Personal Assistant (Japanese Speaking)

Salary: GBP 43,000 - 52,000.0

Hours: 9am-5pm

Location: London (Hybrid working)

Main Duties:

• Coordinate and schedule meetings with Tokyo headquarters executives, regional officers, and external partners
• Manage complex calendar arrangements across multiple time zones
• Organize detailed travel itineraries, including flights, accommodations, and ground transportation
• Process expense reports and handle reimbursement procedures
• Manage internal applications and corporate administrative processes
• Serve as a proxy for the executive in administrative tasks and correspondence
• Provide administrative support to a team of five members, with planned team expansion
• Coordinate expense submissions and reimbursement workflows
• Schedule and facilitate team meetings and conference calls
• Arrange travel logistics for team members
• Offer general administrative assistance to ensure smooth team operations
• Schedule and coordinate meetings and appointments
• Manage travel arrangements and prepare itineraries
• Process expense reports and related financial documentation
• Support various business activities with administrative tasks
• Provide Japanese-English interpretation services as needed
• No business travel is expected
• Attendance at company events or meetings may be required up to three times per week, primarily within the London area
  
  
  
  

Qualifications

Qualifications & Skills

Professional certification in administrative or executive assistance is preferred.

Skills

Native or near-native proficiency in both Japanese and English (spoken and written)

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Familiarity with travel booking systems and expense management platforms

Strong organizational and time management skills

Excellent verbal and written communication abilities

Discretion in handling confidential and sensitive information

Proficiency in managing calendars across multiple time zones

Basic interpretation and translation capabilities

Personal Attributes

High level of professionalism and executive presence

Exceptional attention to detail and accuracy

Self-motivated with the ability to work independently

Adaptability and flexibility in a dynamic, fast-paced environment

Cultural sensitivity and awareness in international business contexts

Proactive approach to problem-solving

Strong interpersonal skills for engaging with senior executives

Ability to remain composed under pressure and meet tight deadlines

Experience

Essential

Proven experience as an executive assistant or in administrative/personal assistant roles

Experience supporting C-level or senior executives

Demonstrated experience in an international business environment

Expertise in complex calendar management and travel coordination

Background in expense processing and corporate administrative procedures

Experience working in multicultural and multilingual teams

Preferred

Prior experience in an HR department or supporting HR leadership, including use of HR systems

Experience supporting multiple executives simultaneously

Background in a global corporation with a regional office structure

Experience providing interpretation and translation services

Familiarity with European business practices and cultural norms

Proficiency with virtual meeting platforms and remote collaboration tools

Experience in administrative support within team-based environments

#EY