Executive Assistant / Office Manager at Weber Shandwick

<p><span data-contrast="auto">Part of The Weber Shandwick Collective (TWSC), we’re the earned-first global communications agency, led by world-class strategic thinkers and creative activators. We create shared and sustainable value for businesses, people, and society. We energise the right mix of talent, using the right platforms and latest technology to choreograph stories that make a real and meaningful impact for some of the world’s leading brands and businesses. </span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;335551550&quot;:1,&quot;335551620&quot;:1}">&nbsp;</span></p> <p><span data-contrast="auto">Our game-changing work is recognised by some of the most prestigious industry awards bodies, and we have won more than 135 Lions at the Cannes Lions International Festival of Creativity. We’re also PRWeek’s 2024 Global Agency of the Year as well as being listed on the Ad Age A-List 2024 and Fast Company's Most Innovative Companies 2024. </span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;335551550&quot;:1,&quot;335551620&quot;:1}">&nbsp;</span></p> <p><span data-ccp-props="{&quot;134245417&quot;:false,&quot;335551550&quot;:1,&quot;335551620&quot;:1}">&nbsp;</span></p> <p><strong><span data-contrast="auto">About the role</span></strong><span data-ccp-props="{&quot;134245417&quot;:false,&quot;335551550&quot;:1,&quot;335551620&quot;:1}">&nbsp;</span></p> <p><span data-contrast="auto">We are seeking a bright and motivated Executive Assistant / Office Manager with a proven track record and a passion for excellence to support our Managing Director in Japan. In this role, you will be responsible for managing both EA tasks for the MD and managing the Workforce Solutions team of 3 people.&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559740&quot;:320}">&nbsp;</span></p> <p><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559740&quot;:320}">&nbsp;</span></p> <p><span data-contrast="auto">Responsibilities:&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559740&quot;:320}">&nbsp;</span></p> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="1" data-aria-level="1"><span data-contrast="auto">Manage MD’s calendar and schedule, including arranging external and internal meetings with colleagues, clients and business partners, and optimizing their access to MD</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="2" data-aria-level="1"><span data-contrast="auto">Attend weekly and monthly management meetings to take minutes</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="3" data-aria-level="1"><span data-contrast="auto">Support administrative tasks around client service, working closely with Team Leaders to consolidate critical information and action items</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="4" data-aria-level="1"><span data-contrast="auto">Input time in internal time record system on behalf of MD in a timely manner</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="5" data-aria-level="1"><span data-contrast="auto">Processes expense claims in a timely manner</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="6" data-aria-level="1"><span data-contrast="auto">Arrange seasons greetings and gifts for colleagues, clients and business partners per MD request</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="7" data-aria-level="1"><span data-contrast="auto">Act as point of contact for various corporate memberships, creating purchase orders, processing invoices, and ensuring registration information is up to date</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="8" data-aria-level="1"><span data-contrast="auto">Manage office facilities (company common tools, services, equipment, etc.) and lead a team of 3.&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="9" data-aria-level="1"><span data-contrast="auto">Manage company common expenses (Digital tools, Software services, etc.) and liaise with Finance&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="10" data-aria-level="1"><span data-contrast="auto">Plan and operate hybrid (working from office + working from home) work environments&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="11" data-aria-level="1"><span data-contrast="auto">Select, contract, negotiate and manage outsourcing companies for office services&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="12" data-aria-level="1"><span data-contrast="auto">Manage facilities, equipment, stationery, business cards, mails, and courier services, etc.&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Wingdings" data-listid="6" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:420,&quot;335559991&quot;:420,&quot;469769226&quot;:&quot;Wingdings&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}" data-aria-posinset="13" data-aria-level="1"><span data-contrast="auto">Support company events for employee engagement&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559685&quot;:840,&quot;335559740&quot;:320,&quot;335559795&quot;:200}">&nbsp;</span></li> </ul> <p><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559740&quot;:320}">&nbsp;</span></p> <p><strong><span data-contrast="auto">Requirements</span></strong><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></p> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="1" data-aria-level="1"><span data-contrast="auto">At least 5 years’ experience in EA / Secretarial / General Affairs work in a multinational company&nbsp;&nbsp;</span><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="2" data-aria-level="1"><span data-contrast="none"><span data-ccp-parastyle="Default" data-ccp-parastyle-defn="{&quot;ObjectId&quot;:&quot;272499da-5523-5969-b17c-4f82c0ce3910|1&quot;,&quot;ClassId&quot;:1073872969,&quot;Properties&quot;:[469775450,&quot;Default&quot;,201340122,&quot;2&quot;,134233614,&quot;true&quot;,469778129,&quot;Default&quot;,335572020,&quot;1&quot;,469777841,&quot;Calibri&quot;,469777842,&quot;Calibri&quot;,469777844,&quot;Calibri&quot;,469769226,&quot;Calibri&quot;,335551500,&quot;0&quot;,268442635,&quot;24&quot;,201342446,&quot;1&quot;,201342447,&quot;5&quot;,201342448,&quot;3&quot;,201342449,&quot;1&quot;,469777843,&quot;游明朝&quot;,201341986,&quot;1&quot;]}">Native level language skills of Japanese and Business level language skill of English (TOEIC 800 and above)&nbsp;</span></span><span data-ccp-props="{}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="3" data-aria-level="1"><span data-contrast="auto">Good communicator, with ability to convey information accurately to internal and external stakeholders</span><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="4" data-aria-level="1"><span data-contrast="auto">Professional and discrete in handling confidential information</span><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="5" data-aria-level="1"><span data-contrast="auto">A proactive problem-solver with interest in business AI tools to streamline the MD's workflow and approval processes</span><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="6" data-aria-level="1"><span data-contrast="none"><span data-ccp-parastyle="Default">Business Communication skills, problem-solving skills, Logical/ Analytic thinking, and abilities to suggest improvements</span></span><span data-ccp-props="{}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="7" data-aria-level="1"><span data-contrast="none"><span data-ccp-parastyle="Default">Ability to multi-task in a fast paced and dynamic working environment</span></span><span data-ccp-props="{}">&nbsp;</span></li> </ul> <ul> <li data-leveltext="" data-font="Symbol" data-listid="31" data-list-defn-props="{&quot;335552541&quot;:1,&quot;335559685&quot;:720,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;&quot;,&quot;469777815&quot;:&quot;multilevel&quot;}" data-aria-posinset="8" data-aria-level="1"><span data-contrast="auto">Business level Microsoft Excel, PowerPoint and Word. (Familiarity with SharePoint a plus.)</span><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">&nbsp;</span></li> </ul> <p>&nbsp;</p> <p>&nbsp;</p> <p>Note from the team&nbsp;</p> <p>Weber Shandwick is proud to be an equal opportunity employer. Weber Shandwick is committed to building a culture where all employees are seen as equal, are respected and where all opinions are heard. We take pride in our inclusive hiring, as well as our diverse workforce and we welcome applications from all qualified candidates.&nbsp;</p> <p>&nbsp;</p> <p><span data-ccp-props="{&quot;134245417&quot;:true,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335557856&quot;:16777215,&quot;335559740&quot;:320}">#LI-LW1</span></p> <p><span data-ccp-props="{&quot;134245417&quot;:false,&quot;201341983&quot;:1,&quot;335551550&quot;:1,&quot;335551620&quot;:1,&quot;335559740&quot;:320}">&nbsp;</span></p><div class="content-conclusion"><p><em>We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at <a href="mailto:[email protected]" target="_blank">[email protected]</a>. This email address is not for general employment inquiries or vendors; rather it is strictly for applicants who require special assistance accessing our employment website. Due to volume, messages sent to this email address that are not related to an accommodation cannot be answered.</em></p></div>