Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer

Position Overview

We are seeking a highly organized, proactive, and bilingual Executive Assistant to provide comprehensive support to the CEO and help oversee daily office operations. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced music and entertainment environment. The ideal candidate will ensure the smooth operation of the company’s administrative and office functions.

Responsibilities

• Manage the CEO’s calendar, scheduling meetings, appointments, travel, and other business commitments
• Coordinate and prepare materials for meetings, presentations, and business engagements
• Handle correspondence, including responding to emails and document requests on behalf of the CEO
• Draft, edit, and format presentations, reports, meeting notes, and other business documents
• Track action items and follow up with internal and external stakeholders to ensure timely completion of projects
• Coordinate domestic and international travel arrangements and itineraries
• Serve as a liaison between the CEO and artists, managers, business partners, and other industry contacts
• Oversee day-to-day office operations, including facilities management
• Monitor and maintain office supplies, equipment, and workspace organization
• Assist with budgeting, expense tracking, invoice processing, and general administrative support
• Maintain and update company policies, procedures, and administrative systems
• Support company events, artist-related activities, meetings, and special projects as needed

Qualifications

• *Please only apply if fluent in both Japaneses and English (written and spoken)*
• Visa support can be considered
• Bachelor’s degree or equivalent professional experience
• Experience in executive support, office management, or a related administrative role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Demonstrated ability to manage multiple priorities, coordinate logistics, and maintain strict confidentiality
• Strong organizational skills with exceptional attention to detail and follow-through
• Excellent written, verbal, and interpersonal communication skills
• Ability to work independently, exercise sound judgment, and proactively solve problems
• Experience in the music, entertainment, media, or creative industries is strongly preferred
• Familiarity with Japanese and U.S. business culture and professional etiquette is highly desirable

Preferred Attributes

• Passion for music, culture, and the entertainment industry
• Comfortable working in a dynamic startup or entrepreneurial environment
• Professional, resourceful, and adaptable under changing priorities
• Strong relationship-building skills and a service-oriented mindset