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About the Role

This role is responsible for managing office operations, providing administrative support, and assisting with people-related functions to ensure the smooth running of the Japan office.

Responsibilities

• Manage front-of-house operations, including phone lines and visitor greetings.
• Maintain office cleanliness, presentation, and readiness for use.
• Coordinate office services and facility repairs.
• Manage office vendors and ensure adequate supplies of stationery and other materials.
• Liaise with office management on lease renewals and tenancy matters.
• Oversee office systems, processes, and procedures, including document management and quality control, to comply with Mott MacDonald quality systems and Japan legislative requirements.
• Coordinate and distribute internal communications, such as weekly newsletters.
• Manage the on-boarding and induction process for new staff and contractors.
• Provide finance support for the Japan office, including expense claims, invoice processing, and accounts payable.
• Organize domestic and international travel and accommodation.
• Coordinate events such as workshops, conferences, and client meetings.
• Support the Country Manager with daily tasks, including diary management, report preparation, and presentations.
• Perform ad hoc duties as assigned by the line manager or other teams.

Requirements

• Degree qualified or equivalent with a track record of relevant professional work experience.
• 3-5 years of experience as an executive/administrative assistant supporting an executive and a dynamic team.
• Strong and efficient written and verbal communication skills in both Japanese and English.
• High attention to detail, with the ability to apply good judgment to prioritize and organize workload.
• Ability to work with limited supervision and collaborate internally and externally.
• Demonstrates a clear sense of accountability for their own work.

Skills

• Office Management
• Office Administration
• Finance Support
• Travel Coordination
• Event Coordination
• Communication (Japanese and English)
• Attention to detail
• Prioritization
• Workload organization
• Collaboration

Location

• Japan

Work Type

• Part-Time

Experience Level

• 3-5 years

Education Level

• Degree qualified or equivalent

About the Company

• At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.

Equal Opportunity

• We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.