Bilingual Administrative & Team Assistant (Japanese/English)

Bilingual Administrative & Team Assistant (English/Japanese)

Boyden Japan | Roppongi, Tokyo | Full-Time | Hybrid Working

About Boyden Japan

Boyden is a leading global executive search and leadership advisory firm. Founded in 1946, we have more than 75 offices across over 45 countries, helping leading organizations identify and recruit exceptional business leaders.

Established in 2021, Boyden Japan is a growing international executive search business supporting multinational corporations, leading Japanese companies, and emerging businesses across industries including Healthcare & Life Sciences, Consumer Goods, Industrial, and Technology.

Our small, highly experienced team combines the global reach and reputation of Boyden with the agility, entrepreneurial spirit, and collaborative culture of a boutique firm.

We are looking for a motivated, organized, and detail-oriented Bilingual Administrative & Team Assistant to join our Roppongi office and become an important part of our growing team.

The Opportunity

This is an excellent opportunity for someone who enjoys working in a professional, international environment and takes pride in providing high-quality administrative support.

Working closely with our Managing Partner, executive search consultants, and researchers, you will help ensure the smooth day-to-day operation of our business. The role offers a variety of responsibilities, ranging from document preparation and scheduling to database management and general business administration.

We are looking for someone who is comfortable taking ownership of administrative tasks, enjoys keeping things organized, and is happy to support colleagues across a wide range of activities.

You do not need previous experience in executive search. We will provide training on our business, processes, and systems.

Key Responsibilities

Administrative & Team Support

• Provide day-to-day administrative assistance to the Managing Partner, consultants, and researchers.
• Manage calendars, coordinate meetings and appointments, and assist with business correspondence.
• Prepare, edit, proofread, and format professional documents, spreadsheets, and presentations in English and Japanese.
• Assist with internal meetings, team events, and general office coordination.
• Communicate with external vendors and service providers as required.

Executive Search & Client Support

• Prepare and format candidate profiles, job descriptions, client presentations, business proposals, and service agreements.
• Prepare client progress reports and other project documentation.
• Maintain accurate and up-to-date candidate, client, and project records in our executive search database.
• Assist with candidate communications, email outreach, interview scheduling, and follow-up activities.
• Support basic business research, information gathering, and Japanese-English translation.

Business Administration & Operations

• Prepare and issue client invoices and maintain related records.
• Update internal spreadsheets, including financial, commission, and incentive tracking reports.
• Support onboarding and training coordination for new employees.
• Assist with maintaining organized electronic records, documents, and internal systems.
• Coordinate with banks, vendors, and external professional service providers when necessary.
• Help identify opportunities to improve administrative processes and overall team efficiency.
• Provide other general administrative support as required.

What We're Looking For

We are seeking a reliable, proactive, and service-oriented individual with excellent organizational skills, strong computer proficiency, and the ability to communicate effectively in both English and Japanese.

Essential Qualifications & Skills

• Excellent English and Japanese communication skills, both written and verbal, including the ability to prepare and proofread professional business documents.
• Strong proficiency in Microsoft Office, particularly:
• Word: Preparing, editing, and formatting professional business documents.
• Excel: Managing spreadsheets, formulas, data, and tracking reports.
• PowerPoint: Creating, editing, and formatting professional presentations.
• Previous experience in administration, team assistance, office support, or a similar role.
• Excellent attention to detail, accuracy, and organizational skills.
• Ability to prioritize tasks, manage multiple deadlines, and complete assignments efficiently.
• Strong digital literacy and confidence learning new software, databases, and business systems.
• A positive, flexible, and collaborative approach to supporting colleagues.
• Ability to work independently, take initiative, and follow through on responsibilities.
• Professionalism, reliability, and discretion when handling confidential information.

Preferred but Not Essential

• Experience working in a multinational company or international business environment.
• Experience in executive search, recruitment, consulting, or other professional services.
• Familiarity with preparing business proposals, contracts, reports, or client-facing presentations.
• Experience with invoicing, general business administration, or database management.

We welcome applications from candidates who are relatively early in their careers, provided they have strong administrative capabilities, excellent language skills, and a willingness to learn.

Why Join Boyden Japan?

International Environment

Work with an experienced, international team and gain exposure to the world of executive search, supporting consultants who work with senior executives and leading companies across a variety of industries.

Friendly & Collaborative Team

Be part of a small, supportive organization where colleagues work closely together, share ideas, and value each other's contributions.

Variety & Responsibility

Enjoy a broad range of administrative responsibilities rather than being limited to a single function. Your work will be an important part of keeping our business organized and running efficiently.

Training & Professional Development

Receive hands-on training in our systems and processes while developing your administrative, communication, and business support skills.

Flexible Hybrid Working

We offer a hybrid working arrangement, with three days per week at our conveniently located Roppongi office and the flexibility to work remotely on the remaining two days.

Competitive Compensation & Benefits

We offer a competitive salary, discretionary performance bonus, full social insurance, and a professional working environment that values work-life balance.

Compensation & Employment Conditions

• Annual base salary: ¥4,000,000–¥4,800,000, depending on experience and qualifications.
• Bonus: Eligibility for a discretionary performance bonus based on individual contribution and company performance.
• Employment type: Full-time, permanent employee.
• Location: Roppongi, Minato-ku, Tokyo.
• Working arrangement: Hybrid, with three days per week in the office.

Interested in Joining Us?

If you are an organized, dependable, and proactive professional with strong English and Japanese communication skills, excellent Microsoft Office abilities, and a genuine interest in supporting a growing international business, we would be delighted to hear from you.

Apply through LinkedIn to join Boyden Japan.

For more information about Boyden, visit www.boyden.com.