Executive Assistant
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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
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
Employment type: Permanent, full-time.
Probation period: [To confirm. Suggested: 3 months, on the same terms as after probation.]
Place of work: RHAELM Tokyo office, Dai-ichi Life Hibiya First 12F, 1-13-2 Yurakucho, Chiyoda-ku, Tokyo 100-0006. Office-based, 5 days a week. [Confirm any remote working allowance.]
Scope of change to place of work: [To confirm. Suggested: no change envisaged, other than a future move of the Tokyo office.]
Duties: Executive support to the Managing Director, onboarding of new hires, office management and administrative support to the Tokyo team.
Scope of change to duties: [To confirm. Suggested: duties may expand to wider office management, HR administration and support for other members of the Tokyo leadership team.]
Working hours: [To confirm. Suggested: 9:00–18:00, Monday to Friday.]
Breaks: [To confirm. Suggested: 60 minutes a day.]
Overtime: [To confirm. Suggested: occasional, paid in line with the Labour Standards Act.]
Holidays and leave: [To confirm. Suggested: Saturdays, Sundays and national holidays; year-end and New Year break; annual paid leave in line with the Labour Standards Act or more; other statutory leave.]
Salary: [Range in JPY a year, stating whether it includes variable pay. Or "to be discussed" if RHAELM has decided not to publish a range.]
Salary review: [To confirm. Suggested: annual.]
Variable pay: [Structure and how it is calculated, described as a variable cash plan forming part of the package, or "not applicable".]
Allowances: [To confirm. Suggested: commuting costs covered in full.]
Insurance and benefits: [To confirm with the EOR. Suggested: enrolment in Japanese social insurance (health insurance, welfare pension, employment insurance and workers' accident compensation), plus any additional benefits.]
Travel: Minimal. Occasional trips with the MD within Japan may be needed. [Confirm.]
Smoking policy at the workplace: [Required. For example: no smoking in the office; smoking permitted only in the building's designated smoking areas.]
Relocation and visa: [To confirm. Suggested: no relocation support or visa sponsorship; candidates must already have the right to work in Japan.]
Selection process
[To confirm. Suggested: screening call (Japanese and English) → interview with the Managing Director, including a short Japanese/English writing and Microsoft Office exercise → final interview → offer. Candidates provide a CV in English and Japanese (履歴書 / 職務経歴書 welcome). The process usually takes 3–4 weeks.]
Our commitment
RHAELM selects on capability and evidence. We assess every candidate against the same stated requirements, and we welcome applications from people whose route into this work has not been a conventional one. If you need an adjustment at any stage of the process, tell us and we will make it.
This job description describes the scope of the role and is not exhaustive. Responsibilities may develop as the Japan programme grows, within the scope of change stated above.
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.
- Organise meetings with customers, partners and stakeholders from agenda to minutes, and follow up so that actions are closed.
- 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.
- 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.
- 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.
- 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.
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 days at RHAELM, while the team is still being built.
- Take on more of office management and HR operations as the Tokyo team grows.
Employment type: Permanent, full-time.
Probation period: [To confirm. Suggested: 3 months, on the same terms as after probation.]
Place of work: RHAELM Tokyo office, Dai-ichi Life Hibiya First 12F, 1-13-2 Yurakucho, Chiyoda-ku, Tokyo 100-0006. Office-based, 5 days a week. [Confirm any remote working allowance.]
Scope of change to place of work: [To confirm. Suggested: no change envisaged, other than a future move of the Tokyo office.]
Duties: Executive support to the Managing Director, onboarding of new hires, office management and administrative support to the Tokyo team.
Scope of change to duties: [To confirm. Suggested: duties may expand to wider office management, HR administration and support for other members of the Tokyo leadership team.]
Working hours: [To confirm. Suggested: 9:00–18:00, Monday to Friday.]
Breaks: [To confirm. Suggested: 60 minutes a day.]
Overtime: [To confirm. Suggested: occasional, paid in line with the Labour Standards Act.]
Holidays and leave: [To confirm. Suggested: Saturdays, Sundays and national holidays; year-end and New Year break; annual paid leave in line with the Labour Standards Act or more; other statutory leave.]
Salary: [Range in JPY a year, stating whether it includes variable pay. Or "to be discussed" if RHAELM has decided not to publish a range.]
Salary review: [To confirm. Suggested: annual.]
Variable pay: [Structure and how it is calculated, described as a variable cash plan forming part of the package, or "not applicable".]
Allowances: [To confirm. Suggested: commuting costs covered in full.]
Insurance and benefits: [To confirm with the EOR. Suggested: enrolment in Japanese social insurance (health insurance, welfare pension, employment insurance and workers' accident compensation), plus any additional benefits.]
Travel: Minimal. Occasional trips with the MD within Japan may be needed. [Confirm.]
Smoking policy at the workplace: [Required. For example: no smoking in the office; smoking permitted only in the building's designated smoking areas.]
Relocation and visa: [To confirm. Suggested: no relocation support or visa sponsorship; candidates must already have the right to work in Japan.]
Selection process
[To confirm. Suggested: screening call (Japanese and English) → interview with the Managing Director, including a short Japanese/English writing and Microsoft Office exercise → final interview → offer. Candidates provide a CV in English and Japanese (履歴書 / 職務経歴書 welcome). The process usually takes 3–4 weeks.]
Our commitment
RHAELM selects on capability and evidence. We assess every candidate against the same stated requirements, and we welcome applications from people whose route into this work has not been a conventional one. If you need an adjustment at any stage of the process, tell us and we will make it.
This job description describes the scope of the role and is not exhaustive. Responsibilities may develop as the Japan programme grows, within the scope of change stated above.