Executive Assistant

A Snapshot 

Based in AirTrunk’s Tokyo HQ (Roppongi Hills), the Executive Assistant provides high-level executive support to the Chief Data Centre Officer (CDCO) and works closely with senior leaders across Japan and APAC.

This role goes beyond traditional executive assistance. It is a trusted partner position that enables the CDCO to operate effectively at scale in Japan’s complex business environment as well as across APAC and new markets by combining strong executive support, cultural fluency, sound judgement, and proactive problem solving.

The role offers high visibility across the organisation and regular interaction with senior leaders across Japan and the wider APAC business. 

Your Day to Day 

Executive Partnership & Support 

• Provide day-to-day executive support to the CDCO, acting as a trusted partner and force multiplier. 
• Strategically manage the CDCO’s time, priorities, and meeting cadence to maximise focus on the most critical business activities. 
• Proactively review incoming requests and commitments to ensure alignment with executive priorities and business objectives. 
• Exercise judgement to prioritise requests, manage executive access, and anticipate issues before escalation. 
• Prepare high-quality presentations, agendas, reports, briefing packs, and meeting minutes. 
• Manage confidential correspondence and sensitive matters with discretion and professionalism. 
• Arrange and manage domestic and international travel, itineraries, and logistics. 
• Process expenses, invoices, and financial reconciliations accurately and on time. 

Japan Business & Cultural Interface 

• Serve as a cultural and business bridge between Japanese stakeholders and global executives.  
• Provide interpretation and translation support in select key meetings and engagements, enabling non-Japanese speaking executives to operate effectively while helping ensure clear communications across cultures  
• Advise on Japanese business norms, stakeholder expectations, protocol, and communication approach to ensure outcomes land as intended. 

Stakeholder Engagement 

• Confidently engage with senior internal and external stakeholders, including Japanese executives, partners, landlords, and service providers. 
• Support internal and external events, leadership communications, and ad hoc executive projects. 
• Assist with cross business coordination and support additional leadership teams as required. 

Change & Continuous Improvement 

• Support the Chief Data Centre Officer through periods of growth and change by bringing structure, improving processes, and establishing effective ways of working. 
• Identify opportunities to improve executive, office, and stakeholder processes to enhance effectiveness and efficiency. 

Requirements 

• 7+ years’ experience providing executive level support (c-suite or equivalent) in a fast-paced, international environment. 
• Fluent in English and Japanese (written and spoken).  
• Demonstrated experience supporting non-Japanese executives navigating Japan’s business environment.  
• Strong judgement, discretion, and professionalism when handling sensitive and confidential matters.  
• Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel), ERPs, timesheet, expense and travel booking systems (e.g. Concur & AMEXGBT).  
• Exceptional organisational, communication, and stakeholder management skills.  
• Ability to manage competing priorities, operate proactively, and remain effective in a fast paced, ambiguous environment.  
• Confidence engaging with senior stakeholders and navigating hierarchy and protocol.  
• Willingness to travel domestically within Japan, sometimes at short notice.  
• Adaptable, resilient, and comfortable working through change.