Department:
Core - Business Infrastructure & Operations
Location:
Tokyo, Japan
Description
We are looking for a Team Assistant to provide administrative and coordination support to the Japan office, specific to support Japan Advisory and Commercial departments.
This role is primarily focused on contracting administrative execution, invoicing coordination, and process support. It is well suited to candidates with experience in Ippanshoku (一般職) or Jimushoku (事務職) roles who are comfortable working in a bilingual Japanese-English environment.
The ideal candidate will be highly organised, detail-oriented, and reliable, with a strong service mindset and the ability to support multiple stakeholders through clear communication and efficient administration.
Key Responsibilities
- Managing internal processes for advisory and commercial contracts {status, signing, adding to ERP (Enterprise Resource Planning)}, including a point of contact between APAC advisory leads and legal (mainly Japan focused and potentially broader APAC contracts signed for Japan Advisory)
- Performing tasks related to client onboarding, project documentation and invoicing via CRM (Customer Relationship Management) and ERP tools
- Acting as a focal point with Japanese clients to answer any finance and invoicing related enquiries relating to Advisory, Commercial and Software contracts.
- Coordinating and managing the process with internal Finance teams in various regions (Singapore, Australia, Gurugram & UK)
- Providing all-round support to Head of Japan and senior management team; organising and managing a comprehensive schedule of meeting and diary requirements, organizing and booking travel arrangements, managing timesheets and expense claims
- Arranging business travel, including flights, transportation, accommodation and restaurants for Japanese senior management
- Supporting and coordinating the internal activities of the Advisory team such as internal events, off-sites, and trainings
- Communicating with clients, scheduling calls and workshops plus arranging meeting agendas for Japan Advisory Leads
- Meeting preparation including meeting room setup and management
- Perform reception duties (answering door and greeting and escorting guests)
- Collating, preparing and summarising of documents, presentations and proposals using Word, Excel and PowerPoint, including minute taking.
- Translating documents, presentations and proposals from Japanese to English and vice versa
What we are looking for
Required attributes:
- 2–5+ years' experience in an
Ippanshoku / Jimushoku / administrative / general affairs (総務)
or similar role - Strong organisational skills with excellent attention to detail
- Comfortable working in a
bilingual (Japanese and English)
environment (written and spoken) - Strong coordination and follow-up skills; able to manage multiple tasks simultaneously
- Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
- Professional, discreet, and service-oriented approach
Desirable attributes:
- Experience supporting teams in a
professional services or consulting environment - Experience working with internal systems such as CRM, ERP, or document management tools (administrative use)
- Experience coordinating across multiple internal teams or regions
What we offer
- A fun, informal and international work culture
- Commuting allowance
- Private health insurance
- Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills
- Access to our Employee Assistance Programme (EAP), offering a complete support network that offers expert advice and compassionate guidance 24/7/365, covering a wide range of personal and professional aspects
The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity/paternity.
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