Administrative Assistant, JAPAN
Description
What We’re Looking For:
Meltwater is a global leader in media intelligence, providing businesses with insights that drive strategic decision-making. With a presence in over 30 countries, Meltwater helps companies harness the power of data to enhance their brand, manage their reputation, and make informed business choices.
We are looking for a motivated and detail-oriented Administrative Assistant/Office Manager to provide essential administrative support to our Tokyo office. In this role, you will help ensure the smooth running of day-to-day operations, supporting key tasks such as scheduling, office management, and coordination across teams. You’ll have the opportunity to contribute to a collaborative, forward-thinking team, and play a key part in the success of a dynamic, global SaaS company.
What You’ll Do:
- 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.
What You’ll Bring:
- 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. This role requires you to be in the office 3 days a week. 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.
What We Offer:
- 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.
Where You'll Work: Japan, Tokyo, Shibuya-ku, Ebisu 1-18-18, Tokyu Fudosan Ebisu Bldg. 5F
Our Story
At Meltwater, we believe that when you have the right people in the right environment, great things happen.
Our best-in-class technology empowers our 27,000 customers around the world to make better business decisions through data. But we can’t do that without our global team of developers, innovators, problem-solvers, and high-performers who embrace challenges and find new solutions for our customers.
Our award-winning global culture drives everything we do and creates an environment where our employees can make an impact, learn every day, feel a sense of belonging, and celebrate each other’s successes along
the way.
We are innovators at the core who see the potential in people, ideas and technologies. Together, we challenge ourselves to go big, be bold, and build best-in-class solutions for our customers.
We’re proud of our diverse team of 2,200+ employees in 50 locations across 25 countries around the world. No matter where you are, you’ll work with people who care about your success and get the support you need to unlock new heights in your career.
We are Meltwater. Inspired by innovation, powered by people.
Equal Employment Opportunity Statement
Meltwater is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: At Meltwater, we are dedicated to fostering an inclusive and diverse workplace where every employee feels valued, respected, and empowered. We are committed to the principle of equal employment opportunity and strive to provide a work environment that is free from discrimination and harassment.
All employment decisions at Meltwater are made based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, marital status, veteran status, or any other status protected by the applicable laws and regulations.
Meltwater does not tolerate discrimination or harassment of any kind, and we actively promote a culture of respect, fairness, and inclusivity. We encourage applicants of all backgrounds, experiences, and abilities to apply and join us in our mission to drive innovation and make a positive impact in the world.