仕事内容:
The Executive Assistant to the CEO will play a crucial role in ensuring the smooth operation of the CEO's office. You'll be a trusted confidant, handling a wide range of professional and personal tasks, from managing the CEO's complex schedule to acting as a translator and cultural liaison during client meetings.
Key Responsibilities:
Bootstrapping: Assist with “standing up” our Kamiyacho office. This includes helping with hiring, securing laptops, obtaining commuter cards, making payments via ATM, translating a mountain of US/EN documents into Japanese for use in-market, outreach phone calls to the venture capital community in Tokyo, and outreach phone calls to the Philanthropy community in Tokyo/Kyoto.
Workshops Logistics: At least once a quarter, likely more, we host multiple-day workshops with our teams; these are technical or marketing type workshops. You’ll help to plan the logistics for the team, but also generate content and capture content created during the workshops. Ideally, you would have seen a workshop based on Design-Thinking methodology or (sometimes called) Double-Diamond methodology.
Communication: Draft and manage correspondence on behalf of the CEO, including emails, letters, and presentations. Act as a translator and interpreter during meetings and events.
Cultural Liaison: Facilitate effective communication and understanding between the CEO and other parties. The CEO is new to Japan and needs help learning how best to communicate. CEO has a JLPT N4 level ability.
Project Management: Assist with special projects, which may include legal, financial, real estate, or IT matters. An example would be: running to the local Legal Affairs Bureau to request an updated Corporate Registry Letter or making a trip to the ATM to make payments on the company behalf.
Personal Assistance: Handle personal errands and tasks for the CEO, as needed. The CEO is living in Tokyo for the first time, so there are many simple tasks to help with. An example: visiting the Soft Bank store to update a cell phone plan.
Secondary Responsibilities: (these are needed, but account for a much smaller portion of the duties)
Calendar Management: Maintain the CEO's schedule, coordinating meetings, appointments, and travel arrangements with meticulous attention to detail.
Expense Tracking & Reporting: Working with the entire team in Japan to capture receipts for the business, then making those available to our accountant for processing.
Office Management: Ensure the smooth operation of the office, including ordering supplies, maintaining files, and managing vendors. We are in a We Work, so this is minimal.
Logistics Coordination: Arrange travel, accommodation, and transportation for foreign guests and team members. This might happen once a year, maybe zero.
You’ll need to make short trips to Gotanda, Meguro, Nishi Azabu, Akasaka and Yotsuya from Kamiyacho - each of these locations are for administrative operations of the business; such as attorney or cpa.
Possible business trip within Japan - less than 5% of the time.
Possibly business trip to USA - less than 5% of the time.
アピールポイント:
About the culture at Deerfield Green:
Our Founder is an American who has worked in consulting for the past decade. Being honest, open, quick to share your opinion (with love) and often sharing your creative ideas about a topic; these are always welcome, in fact encouraged, in our teams.
Our Team:
About once a quarter, we gather in a single city for team building and strategy planning. It’s a busy week, but also lots of fun. This last quarter, we did a company Trivia night at the local bar and the next night we went to dinner together. It’s not about getting drunk, just spending time with each other outside normal working hours.
Growth:
You will be part of a bootstrap team (meaning the first 5 hires and lots of work). This team will define the Deerfield Green Nihon identity in Japan.
Not Mundane:
No, this is not just “scheduling meetings” with a bunch of other executives, who talk a lot, but say nothing. You aren’t just booking flights for someone (there are apps for that).
You will learn and grow with the others in the company; past consultants, past hedge fund portfolio leads, and venture capitalists. You’ll be part of the team to build out assets and materials to grow the company.
Yes, of course, there are plenty of administrative tasks to tackle; but you should be comfortable with and be excited about more than just scheduling.
Nerdy people are great!
You should love nerdy people. Nerdy people love math and love solving problems; many of our current team members have specialized in mathematics, statistics and computer science. Most of our people speak at least 2 languages, many speak more and are learning even more. We love to learn, educate ourselves and share that knowledge.
Part of learning and growing is learning to become comfortable with being wrong a lot. You should have the confidence to learn something new, make a mistake, apologize if needed and move on to improving yourself each day.
You’ll learn a great deal about Venture Capital, Philanthropy, Stock Market investing; and if you are interested, mathematics, statistics, physics and energy.
Usually everyone on the team recommends a book, the company buys and everyone reads. These are usually science or technology books; because we love to learn!
求める人材:
Required:

• English skills are important - TOEIC 650+; or equivalent. (you’ll be doing a lot of translation, both written and spoken)
• You have worked with a senior executive leader previously; ideally an Ex Pat.
• You have worked as an Executive Administrative Assistant for at least 5+ years; ideally in the Finance, Technology or Marketing sectors.

Exceptional Time Management Skills:
You should be able to use different time management styles, such as time-boxing, Sprints, delegation, thinking ahead in time zones (many of our colleges are in NYC timezone, meaning we should plan ahead 24-72 hours in advance.
Start-Up Technologies
Ideally you have prior experience with common start-up technologies, such as:

• Notion, Slack, Google Workspaces (gmail, sheets, docs, slides)
• You use some form of Chat GPT in your daily life; directly through the app or embedded in various tools. Essentially, you should know how to “talk to the prompt” and you find yourself often going to GPT first when doing research, completing a task or getting organized.
• You should be proficient working on an Apple Macbook
• Email is your last resort, you are always using messaging apps to communicate with everyone, persona and business

Work Experiences

• You have worked with the immigration offices in Japan for Visa and Residence Card applications, likely for a previous Ex Pat person
• You have done “cold calling”; to make introductions and set-up sales meetings for your company / boss
• You have exposure to marketing practices; such as social media posting calendar, or blog post writing-management
• You previous experiences gave you exposure to any of the following: Management Consulting - Business Strategy, Venture Capital, Capital Markets (stock market investing), and Philanthropy

*
Other:
Business Acumen: Strong understanding of business operations, including legal, financial, real estate, and IT matters.
Cultural Fluency: Deep understanding of Japanese business culture and communication styles.
Interpersonal Skills: Excellent communication, diplomacy, and discretion.
Organizational Skills: Exceptional attention to detail and ability to manage multiple priorities in a fast-paced environment.
勤務時間・曜日:
Full-Time Employees:
0900 through 1800 hours
Monday through Friday; No weekends work.
No required overtime to be worked - extremely rare to work outside regular hours. If so, we usually plan 2-3 weeks in advance.
Usually every 2 weeks, we will plan an after work event on a Wednesday evening.
休暇・休日:
2 days off per week (Saturdays, Sundays, and public holidays)
10 days of paid vacation per year (minimum number of days granted after 6 months of employment)
121 days of vacation per year
Year-end and New Year holidays (December 29th - January 4th)
Annual paid leave
Special leave for special occasions such as weddings and funerals
Often we observe US Holidays as well, especially when the NYSE is closed for the day.
勤務地:
No smoking on the workplace premises.
アクセス:
Nearest Station - Kamiyacho Station - https://maps.app.goo.gl/Nzi WJMZn2q QPLJn8A
There is a glass covered walkway from the North Entrance of Kami Yacho directly to the front door of Kamiyacho Trust Tower. 33 meters total walk. You don’t even need an umbrella!
Sugoi!
給与:
Commuter Allowance: Full payment
Bonus: Yes, based on performance, up to twice a year.
Increase: Yes, annually.
待遇・福利厚生:
Retirement Age: 60
その他:
Start date flexible; date between Jan 13 and March 3, 2025
1st Interview: Video Call/Virtual
2nd interview: In-Person, informal. Meet at offices, talk, then grab a coffee nearby.
Job Type: Full-time
Pay: 5,500,000円 - 7,500,000円 per year
Average number of scheduled working hours (monthly): 167 hour(s)
Education:

• Bachelor's (Required)

Experience:

• Executive Assistant to a Senior Executive: 3 years (Required)

Language:

• English (Required)