Executive Assistant

Job Description

Job Title: Executive Assistant

Location: Tokyo, Japan

Salary: 5,150,950 JPY + depending on experience

What you’ll be doing:

• Provide high-level Executive Assistant support to the senior executive, ensuring priorities are delivered and time is optimised
• Manage complex diaries, travel arrangements, and expense processing, including international travel and visa requirements
• Support expatriate living needs in Japan, such as housing, insurance, transport, and taxation matters
• Coordinate and prepare for meetings and events, including briefings, agendas, presentations, and follow-up actions
• Act as a communication gatekeeper—handling correspondence, drafting responses, and managing calls professionally
• Facilitate seamless digital communication across time zones, including video conferencing and virtual meeting setup
• Collaborate closely with the Office Manager and broader team to ensure smooth operations and aligned priorities
• Ensure compliance with internal policies and relevant legislation (e.g. GDPR), maintaining high standards of confidentiality
• Provide general administrative support to the Japan office, and assist with exhibitions, events, and visiting delegations

Your skills and experiences:

• Fluent in Japanese with working knowledge of English, both spoken and written
• Proven ability to communicate effectively with senior-level external stakeholders, including government and industry, as well as internal senior leaders
• Advanced skills in Microsoft Office (Word, Outlook, PowerPoint, Excel) with the ability to analyse data, prepare documents, and create professional reports
• Ability to manage multiple tasks and prioritise effectively in a fast-paced, dynamic work environment
• Effective problem-solving skills, with the ability to assess situations, use judgement, and implement solutions independently and on behalf of senior leadership

The Team:

This dynamic Executive Assistant role is an exciting opportunity within the GBD business for Head Office, reporting directly to the President of BAE Systems Japan GK. You will work closely with the senior executive, providing comprehensive and confidential support, while also playing a key role in supporting the wider team. Acting as the primary point of contact for the senior executive’s office, your exceptional communication and influencing skills will be vital in building relationships with senior stakeholders, both internally and externally. With a focus on time management and problem-solving, you’ll independently manage complex and often conflicting priorities, ensuring the smooth and efficient running of the office. This role offers significant exposure to senior leadership, providing you with the chance to shape key decisions and contribute to the ongoing success and growth of the company in Japan. If you’re looking for a fast-paced role where you can make a real impact and grow your career, this is a fantastic opportunity to take your professional journey to the next level.

Why BAE Systems?

This is a place where you’ll be able to make a real difference. You’ll be part of an inclusive culture that values diversity, rewards integrity, and merit, and where you’ll be empowered to fulfil your potential. We welcome candidates from all backgrounds and particularly from sections of the community who are currently underrepresented within our industry, including women, ethnic minorities, people with disabilities and LGBTQ+ individuals. We also want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting.

Closing Date: 22nd May 2025

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

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