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About the Role

The Office Coordinator ensures the efficient day-to-day operation of the Asia/Oceania Office by providing high-quality administrative, operational, and logistical support to the Director and the team. This role facilitates the delivery of WADA's strategic priorities by managing office operations and coordinating with internal teams and external stakeholders in a multicultural environment.

Responsibilities

• Provide project management and administrative support to the Director and team
• Serve as the primary point of contact for administrative affairs, including greeting guests and answering phones
• Manage electronic and hard copy files and office SharePoint requirements
• Maintain a productive office environment and manage office operations including lease renewals and IT support
• Manage internal finance, accounting, and administrative matters
• Act as the liaison with the Montreal Office for administrative matters
• Coordinate travel and accommodations for the office
• Plan and organize regional intergovernmental meetings, task force meetings, and committee meetings
• Coordinate the annual Asian Region WADA Foundation Board Member election
• Organize and support in-person and virtual meetings
• Coordinate communication with stakeholders including governments, NADOs, RADOs, and International Federations
• Maintain and update the stakeholder contact database
• Liaise with the Engagement and Development Department regarding stakeholder engagement
• Collaborate with WADA staff on project teams and organizational activities

Requirements

• Minimum 3 years of experience in a similar role
• Proven ability to work effectively within a team
• Sensitivity to cultural differences and experience working in an international context
• Excellent organizational and prioritization skills
• Strong communication skills and attention to detail
• Proficiency in MS Office applications
• Excellent oral and written proficiency in English and Japanese
• Ability to work periodic evenings or weekends
• Ability to travel occasionally
• Alignment with WADA core values of integrity, openness, and excellence

Skills

• Project management
• Office administration
• Financial and accounting coordination
• Stakeholder management
• Event planning
• MS Office suite
• Multilingual communication

Location

• Tokyo, Japan

Work Type

• Full-time

Experience Level

• Minimum 3 years

Benefits

• Competitive benefits package

About the Company

• The World Anti-Doping Agency (WADA) is an international independent agency established in 1999 to lead a collaborative worldwide movement for doping-free sport.
• WADA develops, harmonizes, and coordinates anti-doping rules and policies globally.
• Headquartered in Montreal, Canada, with regional offices in South Africa, Switzerland, Uruguay, Japan, and Poland.
• Employs approximately 177 people representing 55 nationalities.

Equal Opportunity

• WADA believes in the success of an inclusive organization that values diversity within its team.
• All qualified candidates will be considered for this position in a fair manner.