Executive Assistant, Japan

Executive Assistant, Japan

About the Role

This role requires attention to detail, strong organizational skills, and the ability to meet tight deadlines while juggling multiple critical requests across global teams. You will act as a seamless extension of the Japan leadership team, supporting the Japan Country Manager and other senior leaders.

You will be a detail-oriented, experienced planner who responds effectively and efficiently while staying flexible, composed and good-humored. You’ll understand business priorities, anticipate needs proactively, and drive improvements that build capacity for the leadership team. A high level of integrity and discretion with confidential information, and professionalism with senior executives inside and outside the company, are critical. You can complete complex tasks quickly with little guidance, respond with the right urgency to time-sensitive situations, and take effective action without needing the whole picture.

役割について

本ポジションでは、細部への注意力と高い組織力、そしてグローバルチームからの複数の重要な依頼を同時に抱えながら厳しい納期を守る力が求められます。カントリーマネージャーをはじめとする日本のリーダーシップチームの延長線上の存在として、円滑にサポートしていただきます。

細部まで気を配れる経験豊富なプランナーとして、柔軟性と冷静さ、そしてユーモアを保ちながら、迅速かつ効率的に対応できる方を求めています。

事業の優先事項を理解し、ニーズを先回りして把握し、リーダーシップチームの余力を生み出す改善を主体的に推進していただきます。機密情報を扱う際の高い誠実さと慎重さ、そして社内外のシニアエグゼクティブに対するプロフェッショナルな対応が不可欠です。

ほとんど指示がなくても複雑な業務を素早くやり遂げ、緊急性の高い状況には適切なスピード感で対応し、全体像が見えない段階でも効果的に行動できる方を歓迎します。

What You’ll Do

• Arrange corporate travel and meetings, developing itineraries and agendas, booking transportation and hotels, and arranging meeting rooms.
• Organize meetings and events for the executive and the Japan leadership team, including customer and partner visits.
• Manage visits by executives from other regions, ensuring travel and itineraries are organized and efficient, including local protocol and hospitality.
• Attend key meetings, take notes and circulate follow-ups to attendees.
• Support other leaders on an ad hoc basis.
• Submit expenses and ensure they are handled systematically each month.
• Produce documents and materials as needed, including PowerPoint presentations.
• Maintain the executive’s calendar by planning and scheduling meetings, teleconferences and travel, and prioritizing the diary in line with the executive’s priorities, across Japan, APJ and US/UK time zones.
• Collaborate frequently with other EAs and teams across APJ, International and the US.
• Maintain complete confidentiality of all information.

主な業務内容

• 出張および会議の手配(行程表やアジェンダの作成、交通機関・ホテルの予約、会議室の手配)
• エグゼクティブおよび日本のリーダーシップチームのための会議・イベントの企画運営(顧客やパートナーの来訪対応を含む)
• 他リージョンの役員来日時の出張・行程の調整(現地のプロトコルやおもてなしへの配慮を含む)
• 重要会議への出席、議事録の作成、参加者へのフォローアップ共有
• 他のリーダーへの随時サポート
• 経費精算の申請と、毎月の体系的な処理
• PowerPointなどの資料・文書の作成
• エグゼクティブのカレンダー管理(会議、電話会議、出張の計画・調整)。エグゼクティブの優先事項に沿ったスケジュールの優先順位付け(日本、APJ、米国・英国のタイムゾーンにまたがる調整)
• APJ、インターナショナル、米国のEAや関連チームとの密な連携
• すべての情報について完全な機密性を保持すること

What Is Needed To Succeed

• Extensive experience in a similar role supporting a senior or regional leader in an international, dynamic environment.
• Evidence of cross-regional collaboration and strong partner relationships.
• Business-level fluency in Japanese and English, with excellent written and verbal communication.
• Exceptional scheduling abilities and advanced use of Microsoft Office tools.
• Strong time management, planning and organizational skills, with a keen eye for detail.
• Familiarity with Japanese business etiquette and customs.
• A naturally collaborative, proactive and solution-minded teammate.
• A fully confidential approach to work and to all information received in the role.

求める経験・スキル

• 国際的でダイナミックな環境において、シニアリーダーまたは地域リーダーをサポートした豊富な経験
• リージョンをまたいだ協業およびパートナーとの良好な関係構築の実績
• ビジネスレベルの日本語と英語(読み書き・会話)の高いコミュニケーション能力
• 卓越したスケジュール調整力と、Microsoft Officeツールの高度な活用スキル
• 優れた時間管理能力、計画力、組織力、および細部への注意力
• 日本のビジネスマナーや慣習への理解
• 協調性が高く、主体的で、解決志向のチームメンバー
• 業務上知り得た情報を厳重に守秘する姿勢

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At Rubrik, we are dedicated to fostering a culture where people from all backgrounds are valued, feel they belong, and believe they can succeed. Our commitment to inclusion is at the heart of our mission to secure the world’s data.

Our goal is to hire and promote the best talent, regardless of background. We continually review our hiring practices to ensure fairness and strive to create an environment where every employee has equal access to opportunities for growth and excellence. We believe in empowering everyone to bring their authentic selves to work and achieve their fullest potential.

Our inclusion strategy focuses on three core areas of our business and culture:

• Our Company: We are committed to building a merit-based organization that offers equal access to growth and success for all employees globally. Your potential is limitless here.

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Rubrik is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, protected veteran status, or any other status protected by applicable law. Rubrik provides equal employment opportunities to employees and applicants in all terms and conditions of employment, including recruiting, hiring, promotion, compensation, training, leave, and termination.

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