The opportunity
DeepL is a global AI product and research company focused on building secure, intelligent solutions to complex business problems. Over 200,000 business customers and millions of individuals across 228 global markets today trust DeepL's Language AI platform for human-like…
What you'll do
Calendar & Communication Management: Independently manage the Country Manager’s dynamic calendar, resolving scheduling conflicts with minimal guidance. Organize communications between the Country Manager & stakeholders on multiple platforms to facilitate faster decision-makings.
Presentation & Material Management: Create and edit visually compelling presentations that align with the leader’s specific messaging and corporate branding.
Meeting/Event Management: Prepare, coordinate and moderate meetings hosted by L-team & XL-team including APJ Country Manager, or other internal/external meetings requested. Take minutes and support leaders to track action items to ensure timely follow-up.
Travel & Expense Management: Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies.
Confidentiality: Handle highly sensitive and confidential information with the utmost integrity and discretion.
Visitor & Access Management: Administer office access and guest card via designated systems; establish and maintain regional guidelines for visitor protocols.
What they're looking for
- Office Management & Support: Oversee office operations in Tokyo, including mail handling, ticketing, local purchasing, snacks, amenities and health & safety processes. Provide general office assistance and manage urgent tasks as needed.
- Vendor & Project Management: Manage vendors and projects related to the office.
- Invoicing and Budget: Process office-related invoices and manage budgets aligned with the office global team.
- Office Events: Plan & support local and global events, handle catering logistics, and assist with event bookings (e.g., “Speak Easy”, monitor catering partners).
