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Job Description:
Department Overview
Rakuten Group operates a broad set of businesses spanning e-commerce, fintech, telecom, media, and sports, and continues to grow through cross-business decision-making and execution.
This position is an Executive Assistant supporting an executive who oversees multiple business domains. The role goes beyond calendar management: you will maximize the executive’s time for high-impact decision-making and value creation through anticipation, structured planning, strong coordination, and stakeholder alignment.
Position:
Why We Hire
As the scope of the executive’s responsibilities and stakeholder interactions continues to expand, we are strengthening the support function to maintain decision quality and execution speed. We are looking for a highly capable, self-driven Executive Assistant with strong professionalism and ownership.
Mission
- Optimize the executive’s time and decision-making to accelerate progress on high-priority topics-not just “handling busyness,” but creating outcomes.
- Design key meetings and engagements through anticipation, planning, and information structuring, enabling the executive to perform at the highest level.
- Maintain strict confidentiality while delivering both speed and quality consistently.
- Work at the closest distance to the decision-making core of the organization.
- Create tangible impact by improving productivity and execution through planning, structuring, negotiation, and operational excellence.
- E13Thrive in an environment where performance is clearly visible and where delivering at a high standard is valued.
Position Details
1) Calendar & Priority Management
- Optimize the executive calendar with priority-based design (what to schedule, decline, delegate, or propose as alternatives) - not simply filling time slots.
- Coordinate complex scheduling across multiple meeting cadences and key internal/external stakeholders.
- Manage changes with impact awareness and clear alternatives, minimizing back-and-forth.
2) Meeting Design & Decision Support
- Define meeting objectives, design agendas, confirm attendees, and ensure pre-read materials are collected and high quality.
- Structure inputs so the executive can decide quickly: key questions, options, assumptions, and open issues.
- Drive follow-through after meetings (action tracking, deadlines, reminders, stakeholder coordination).
3) Communication & Relationship Management
- Coordinate communication with key stakeholders with both speed and professionalism.
- Convey the executive’s intent accurately, capturing nuance and avoiding misunderstandings.
- Arrange visits, dinners, and other engagements as needed with careful attention to confidentiality and risk prevention.
4) Operations/Administrative Excellence
- Manage travel arrangements, meeting rooms, itineraries, expense processing, approvals, and payment-related workflows with high accuracy.
- Improve internal operations through templates, standardization, and tool usage (including basic automation when appropriate).
5) Ad-hoc/Special Assignments
- Handle urgent requests calmly by re-prioritizing and mobilizing stakeholders.
- Translate ambiguous directions into clear outputs, moving work forward with minimal iterations.
Work Environment
This role requires speed and flexibility due to the nature of executive operations. At the same time, you will have meaningful autonomy to design workflows and systems to balance quality and workload.
You will handle highly confidential information, so strong professional ethics and trustworthiness are essential.
Mandatory Qualifications:
- Experience as an Executive Assistant or in a similarly high-complexity coordination role (typically 3+ years).
*Candidates without Executive Assistant experience may be considered if they have demonstrated equivalent capability in complex coordination, planning, and execution.
- Strong prioritization and judgment (including the ability to say “no” appropriately and propose alternatives).
- Excellent communication (clear, accurate, fast, and professional).
- Strong documentation and structuring skills (issue framing, summarization, preventing omissions).
- High integrity with confidentiality and compliance.
- Ability to perform under frequent change and urgent requests; reliable execution.
- Work experience in English.
Desired Qualifications:
- Experience designing an executive calendar strategically (priority design, meeting portfolio rationalization).
- Experience systematizing recurring meetings and operational workflows with continuous improvement.
- Experience in managing external engagements (VIP hospitality, business dinners, events, etc.) with high quality standards.
- Strength in process improvement and automation (templates, workflows, tool utilization).
- Experience in advertising/IT/platform-related companies is a plus.
Other Information:
Additional information on Location
Rakuten Crimson House: Futako-Tamagawa
Related Pages
- Employee Benefits: https://global.rakuten.com/corp/careers/benefit/(opens in new window)
- Employee Conditions: https://global.rakuten.com/corp/careers/information/(opens in new window)
- Culture: https://global.rakuten.com/corp/careers/culture/(opens in new window)
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