VML & Ogilvy | Executive Assistant, Japan
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Executive Assistant, WPP Creative
Location
Tokyo, Japan
Reporting To
WPP Creative Lead Japan
About WPP Creative Japan
WPP Creative Japan is part of the global WPP network, bringing together world-class creative, strategy, content, production, and integrated marketing capabilities to deliver transformative solutions for leading clients in Japan and globally.
As our business continues to evolve toward a more integrated, fast-paced, and collaborative operating model, we are seeking a highly capable Executive Assistant who can support senior leadership while proactively helping the organization operate smoothly across functions and teams.
Role Overview
The Executive Assistant will provide high-level administrative and operational support to senior leadership within WPP Creative Japan. Initially, the role will support the WPP Creative Lead, Senior Finance Director, and Managing Director; however, the scope and leadership coverage may evolve depending on business priorities and organizational structure.
This role goes beyond traditional executive support. We are looking for someone with a strong “can-do” attitude who is comfortable operating in a dynamic international environment and willing to step in wherever support is needed. The ideal candidate is highly organized, detail-oriented, proactive, and capable of handling a broad range of responsibilities across scheduling, communication, coordination, events, internal operations, and stakeholder management.
The successful candidate will play an important role in ensuring leadership effectiveness and helping the broader organization run efficiently.
Key Responsibilities
Executive Support
Manage complex calendars, meeting coordination, and scheduling across multiple senior stakeholders and time zones
Coordinate internal and external meetings, including leadership meetings and client meetings
Arrange domestic and international business travel, accommodations, and itineraries
Support expense processing, invoice coordination, and administrative documentation
Prepare meeting materials, agendas, minutes, and follow-up actions as required
Help prioritize and manage incoming requests and communications for senior leaders
Leadership & Organizational Support
Support preparation and coordination of Townhall meetings, Exco meetings, leadership offsites, and internal communications
Coordinate cross-functional activities across departments and agencies within WPP
Assist with presentation preparation, document formatting, and reporting materials
Provide operational and logistical support for internal initiatives and business projects
Welcome and coordinate client visits and executive hospitality arrangements
Proactively identify and support operational gaps or tasks that may not clearly sit within a single function
Communication & Stakeholder Management
Communicate professionally and effectively with both Japanese and international stakeholders
Maintain a high level of confidentiality, discretion, and professionalism at all times
Build strong working relationships across multiple teams and seniority levels
Qualifications & Experience
5+ years of experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role within an international company or fast-paced environment
Experience supporting multiple senior executives simultaneously preferred
Strong organizational and multitasking abilities with excellent attention to detail
Ability to manage competing priorities and work independently with minimal supervision
Strong interpersonal and communication skills
Comfortable working in a matrixed and evolving organization
High level of ownership, flexibility, and problem-solving mindset
Proficiency in Microsoft Office, Google Workspace, and common collaboration tools
Language Requirements
Native-level Japanese proficiency
Business-level English proficiency required (comfortable communicating with global stakeholders in both written and spoken English)
Preferred Attributes
Positive, proactive, and collaborative mindset
Strong sense of discretion and professionalism
Ability to remain calm under pressure and adapt to changing priorities
Service-oriented attitude with willingness to support beyond formal job scope when needed
Experience in advertising, media, creative, consulting, or other fast-paced professional services environments is a plus
#LI-DNP We believe the best work happens when we're together, fostering creativity, collaboration, and connection. That's why we’ve adopted a hybrid approach, with teams in the office around four days a week. If you require accommodations or flexibility, please discuss this with the hiring team during the interview process.
WPP is an equal opportunity employer and considers applicants for all positions without discrimination or regard to particular characteristics. We are committed to fostering a culture of respect in which everyone feels they belong and has the same opportunities to progress in their careers.
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