Senior Executive Assistant

SmartNews is a global leader in redefining information and news discovery, committed to providing users with accurate, timely information and supporting quality journalism. We combine the power of our unique machine-learning technology with the expertise of our first-rate editorial team to bring news that matters to millions of users from our over 3,000 global publishing partners.

Founded in 2012 in Tokyo, Japan, SmartNews has offices in Tokyo, San Francisco, Palo Alto, New York, and Singapore.

We are looking for an Executive Assistant who will play a key role in supporting our Technology Department, working closely with the CTO and Division Heads. This role is perfect for someone who thrives in a dynamic, fast-paced startup environment and is passionate about making a meaningful impact.

As an Executive Assistant, you will be responsible for a range of administrative tasks, including scheduling, travel arrangements, and event management, all while helping to ensure our leaders can focus on what they do best. We are seeking a candidate who is proactive, organized, and ready to take on new challenges with a positive, collaborative attitude.

What You’ll Do:

• Optimize Time Management: Help our executives spend their time efficiently by managing their calendars and offering advice on how to maximize their time and the productivity of the entire team.
• Travel Planning & Coordination: Support travel planning with thoughtful analysis, considering factors like timing, budget, and potential return on investment to ensure travel is efficient and impactful.
• Enhance Meeting Effectiveness: Proactively support the success of meetings by understanding the context, participants, and agenda, ensuring that each meeting is productive and aligned with the executives' goals.
• Organize Events & Team Gatherings: Take the lead in planning and running events such as offsites and All-Hands meetings, creating opportunities for team building and alignment.
• Support Team Wellbeing: Be a positive force in the overall health and welfare of the organization, fostering a supportive and balanced environment.
• Coordinate Administrative Efforts: Oversee and collaborate with the admin team to provide support for the product and engineering departments, ensuring smooth operations and effective communication.

What We’re Looking For:

• A highly motivated individual who is organized, professional, and capable of managing multiple tasks with ease.
• Someone who is adaptable and eager to grow, thriving in a startup environment where every day can bring new challenges.
• A strong communicator and collaborator who enjoys working with others and contributing to a positive team culture.
• A natural problem-solver who can anticipate needs, act with initiative, and always seeks ways to improve processes.

Why You’ll Love Working Here:

• Impactful Work: Your contributions will help shape the future of SmartNews, directly supporting the success of our leaders and our innovative mission.
• Collaborative Environment: Be a part of a supportive team where your voice is valued, and your ideas are encouraged.
• Professional Growth: Opportunities to expand your skills and grow within the company as we continue to scale.

We believe in creating an inclusive workplace where everyone feels valued and supported. If you’re ready to make a difference in a fast-growing company and have a passion for helping others succeed, we’d love to hear from you!

• Experience: At least 4 years of executive assistant experience,
• Discretion and Problem-Solving: Demonstrates a high level of confidentiality and can proactively identify and resolve issues within their area of responsibility.
• Critical Thinking: Skilled in anticipating needs, preparing for various scenarios, and thinking ahead to ensure smooth operations.
• Communication Skills: Strong communicator who can effortlessly engage with all stakeholders, adapting their style as needed.
• Proactive and Independent: A self-starter who takes initiative and confidently manages tasks and projects with minimal supervision.
• Flexibility: Willing to be available during holidays or weekends if needed, with an understanding that some situations may require extra attention.
• Language Skills: Native-level proficiency in Japanese (reading, writing, and speaking) and professional-level proficiency in English.
• Cultural Insight: Familiarity with both US and Asian cultures, allowing for effective collaboration in a bi-cultural environment.