VML & Ogilvy | Executive Assistant, Japan

Position Title

Executive Assistant, WPP Creative Japan

 

Location

Tokyo, Japan

 

Reporting To

WPP Creative, Japan CEO

 

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