Executive Assistant

Woven by Toyota

. Manage complex, global calendars for senior leadership across time zones, coordinating meetings with internal and external executives and their assistants .

Posted 11/5/2026full-timeTokyo • JapanMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing complex global calendars and coordinating travel arrangements for senior leadership, while maintaining high levels of organization and attention to detail. Proficient in communication and interpersonal skills, with a strong ability to support multiple executives and navigate challenging situations effectively.

Highest-signal resume keywords

Executive Assistant ExperienceCalendar ManagementTravel CoordinationNative-Level JapaneseProficiency in Google Workspace

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Calendar ManagementTravel CoordinationExpense ProcessingDocument OrganizationEvent PlanningOnboarding SupportMulti-Executive SupportBuilding TrackersSolution ImplementationStakeholder Management

Soft Skills

Interpersonal SkillsCommunication SkillsEmotional IntelligenceAttention to DetailProactive Mindset

Tools & Technologies

Google WorkspaceMicrosoft Office

Certifications & Qualifications

Bachelor’s Degree

Industry Keywords

VCFinancial ServicesGlobal Company Environment

About the role

Key responsibilities & impact

Manage complex, global calendars for senior leadership across time zones, coordinating meetings with internal and external executives and their assistants
Support Partners with complex or large-group scheduling as needed
Arrange business travel for senior leadership, including flights, ground transportation, and visas
Manage information flow in a timely and accurate manner
Maintain organized documents and track items pending leadership review or signature
Process and settle expenses and invoices for senior leadership
Support coordination for the Investment and Portfolio Success teams, including large-group scheduling and ad hoc team travel
Assist with planning and coordinating events
Partner closely with the US-based Executive Assistant to ensure seamless global coverage across time zones and provide backup support during absences
Support new joiner onboarding and collaborate with assistants across teams as needed

Requirements

What you’ll need

Bachelor’s Degree required
Minimum 3-5 years of experience as an Executive Assistant or similar high-level coordination role
Native-level Japanese and business-level English
Excellent interpersonal and communication skills
Strong confidentiality, discretion, and emotional intelligence
High/detailed attention to stakeholders (both internal and external to the company)
Proficiency in Google Workspace and Microsoft Office, with the ability to build simple trackers and tools independently
Proactive self-starter with a strong service mindset, able to anticipate needs and take initiative independently
Resilient and composed under pressure, with the ability to navigate challenging situations and maintain a solution-oriented mindset
Highly organized, detail-oriented, and able to manage multiple competing priorities effectively
Ability to proactively adjust priorities and approaches as circumstances change, and propose and implement alternative solutions
Eagerness to learn and grow with the team, and openness to feedback
Experience supporting multiple executives simultaneously
Team player with clear communication and strong interpersonal skills
Experience in a VC, financial services, or global company environment is a plus

Benefits

Comp & perks

Competitive Salary - Based on experience
Flexible working time
Paid Holiday - 20 days per year (prorated)
Sick Leave - 6 days per year (prorated)
Holiday - Sat & Sun, Japanese National Holidays, and other days defined by our company
Japanese Social Insurance - Health Insurance, Pension, Workers’ Comp, and Unemployment Insurance, Long-term care insurance
Housing Allowance
Retirement Benefits
Rental Cars Support
In-house Training Program (software study/language study)