Executive Assistant

Executive Assistant to the Managing Director

Office of the Managing Director — Tokyo, Japan

Function: Office of the Managing Director, Japan

Reports to: Managing Director, Japan

Direct reports: None at present

Location: RHAELM Tokyo office, Yurakucho, Chiyoda-ku, Tokyo. Full detail, including scope of change, is set out under Terms and conditions below.

About RHAELM

RHAELM is the sovereign AI cloud, built around the constraint that decides how quickly AI ambition becomes capability: power. Headquartered in London and deploying across Europe and APAC, RHAELM combines its own power and infrastructure pipelines with full-stack AI cloud services — ring-fenced compute, networking and storage, a sovereign platform, and flexible Bare Metal, Kubernetes and AI-as-a-Service models. Every deployment is operated in-country by local personnel, which makes sovereignty an operating model rather than a marketing position, and it is what allows RHAELM to serve government, defence, healthcare and financial services organisations. The Japan programme is that model being built out across APAC, and this role supports the leadership of that programme from our Tokyo office.

About the role

RHAELM’s Japan business is growing, and the Managing Director needs a partner who can take full ownership of the diary, the office and the experience of everyone joining the team. You will run the MD’s schedule, travel and correspondence in Japanese and English, own onboarding for every new hire in Tokyo, and look after the day-to-day running of our Yurakucho office. The role suits someone who is organised, discreet and happy to be the person the office relies on.

Responsibilities

Executive support

• Manage the MD’s diary, meetings and travel so that time goes to the highest priorities.
• Prepare and proofread correspondence, briefing papers and presentations in Japanese and English to a consistently high standard.
• Handle enquiries to the MD’s office promptly, and treat confidential information with discretion.

Meetings and stakeholders

• Organise meetings with customers, partners and stakeholders from agenda to minutes, and follow up so that actions are closed.

Onboarding

• Own onboarding for new hires in Tokyo, working with HR, the employer of record and IT so that equipment, access and paperwork are ready before day one.
• Keep onboarding checklists and welcome materials current as the team grows.

Office management

• Run the day-to-day operation of the Tokyo office, including suppliers, building management, supplies and visitors.
• Track office purchases and invoices so that spending is recorded accurately.
• Provide administrative support to the wider Tokyo team, including scheduling, travel and expenses.

Essential requirements

• Has supported a senior leader, such as a managing director, CEO or country head, as an executive assistant, secretary or PA.
• Has managed a complex diary and travel arrangements for a senior leader with competing priorities.
• Writes and speaks Japanese and English to a professional standard, including formal business correspondence in both.
• Uses Microsoft Office confidently, including Outlook, Word, Excel, PowerPoint and Teams, to produce polished documents and presentations.
• Has handled confidential and sensitive information with discretion.
• Can commute to our Tokyo office in Yurakucho, Chiyoda-ku.

Welcome experience

• Experience in a large company or multinational, particularly supporting a leader who works mainly in English.
• Coordinating onboarding or HR administration for new employees.
• Running an office day to day, including suppliers, facilities and building management.
• Working in a newly established or fast-growing office in Japan.

Language requirements

Japanese: used for correspondence and calls with suppliers, building management and partners, for onboarding Japanese-speaking hires, and for formal written communication (keigo). Business level or above (JLPT N1 or equivalent).

English: used every day to support the MD, prepare documents and presentations, and work with English-speaking colleagues and new hires in Tokyo. Business level or above.

Why this role

• Work directly with the Managing Director, at the centre of the Japan business, rather than as one of a pool of assistants.
• Shape how the Tokyo office runs and how every new colleague experiences their first day…