Provide administrative support to the executive team, including managing calendars, scheduling meetings, and coordinating travel arrangements.
Assist with office management tasks such as handling mail, organizing supplies, and maintaining a welcoming and efficient office environment.
Help prepare agendas and materials for meetings and presentations, ensuring all logistics are in place.
Serve as a point of contact for internal teams and external stakeholders, ensuring smooth communication and timely follow-ups.
Handle incoming communications, including emails and phone calls, with professionalism and discretion.
Assist with meeting coordination, take notes, and track action items and follow-ups.
Organize and coordinate company events, team meetings, and other internal gatherings.
Provide support for special projects and ad-hoc tasks as requested by the executive team.
Support in Japanese English translation.
Ensure office operations run smoothly and efficiently, supporting a productive and positive work environment.

At least 1-2 years of experience in an administrative or support role, preferably in a fast-paced environment.
Strong organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.
Ability to handle confidential information with professionalism and integrity.
Proactive and able to take initiative in supporting the team, with excellent written and verbal communication skills in Japanese and English.
Familiarity with productivity tools like Microsoft Office Suite, Google Workspace, and calendar management software.
A positive, adaptable, and collaborative mindset, with a strong desire to learn and grow in a dynamic team.
Comfort working independently, but also contributing as a team player when needed.
Discretion when handling confidential information.
Willingness to embrace the best of both worlds with our hybrid work schedule.
Flexibility to support occasional off-hours work as needed by the team.

Enjoy 20 days of annual paid time off plus an additional day off on your birthday !
Monthly wellness allowance to support your commitment to a healthy lifestyle.
Comprehensive health insurance tailored for you, complete with an annual health check.
Employee assistance programs covering mental health, legal, financial, wellness, and behaviour areas to ensure your overall well-being.
Complimentary CalmApp subscription for you and your loved ones, because mental wellness matters.
Energetic work environment with a hybrid work style , providing the balance you need.
Benefit from our family leave program , which grows with your tenure at Meltwater.
Thrive within our inclusive community and seize ongoing professional development opportunities to elevate your career.

Administrative Assistant

Key skills