Executive Assistant

About the Team

This position belongs to the Miro Japan Go-To-Market (GTM) team and provides executive assistant support to the Head of Japan, ensuring smooth operations across the organization. You will manage daily schedules, coordinate business trips and client dinners, and support communication with internal and external stakeholders, contributing to overall efficiency and stronger team collaboration.

About the Role

This is a hybrid role, primarily providing executive assistant support to the Head of Japan while also supporting the GTM team. The position requires strong organizational, communication, and coordination skills, with accuracy, speed, and reliability. The mission is to enable the leadership team to operate smoothly in a dynamic, global environment.

Ideal Candidate:

• Highly trustworthy with strong confidentiality and experience supporting executive-level leaders

• Flexible and capable of managing multiple tasks efficiently

• A team player who can communicate and collaborate effectively with other departments and international teams

• Proactive and able to work independently

What you’ll do

1. Executive Support

• Manage the Head of Japan’s calendar and meetings (internal, external, and global)

• Arrange business travel, accommodations, and client dinners, and communicate details to stakeholders

• Prepare and submit expense reports using systems like Navan

• Maintain regular communication with internal and external stakeholders via email, Slack, and calendar management

• Collaborate with global EAs to coordinate schedules and streamline workflows

• Handle confidential information with care and discretion

• Track task progress, follow up on deadlines, and prepare reports

• Coordinate client and internal dinners, as well as gifts or congratulatory deliveries (flowers, telegrams, etc.)

• Act as a first point of contact in the absence of the manager and provide follow-up

• Support internal events and visitor management as needed

2. GTM Support

• Support team meetings, offsites, and business review events

• Coordinate venues, attendee lists, material preparation, catering, and interpretation

• Liaise with vendors, obtain quotes, and assist with invoice processing

• Verify and submit internal documents such as travel requests and event approvals

• Work with Finance and Procurement teams on payments and vendor registration

• Assist with coordination for visiting international team members as needed

What you’ll need

• 3+ years of experience as an Executive Assistant or department assistant

• Native-level Japanese

• Business-level English (primarily reading and writing; verbal communication is a plus)

• High professionalism and reliability when handling confidential information

• Ability to manage multiple tasks accurately and efficiently

• Experience coordinating and communicating in a global environment

• Flexibility, speed, and a proactive approach to problem-solving

What's in it for you

• Competitive equity package
• Wellbeing benefit and WFH equipment allowance
• Group Personal Accident Insurance (業務災害総合保険) and Group Long-Term Disability Insurance (団体長期障害所得補償保険).
• Reimbursement for the annual health check
• Annual learning and development allowance to grow your skills and career
• Company-sponsored English lessons
• Travel allowance for your commute