Personal Assistant (Tokyo, Japan) hourly

About the Role: We are looking for a highly organized, proactive, and resourceful Personal Assistant to support a busy CEO.

This role is ideal for someone who enjoys taking ownership, solving problems independently, and handling both personal and professional matters with discretion and efficiency. Your mission is simple: help the CEO stay focused on growing the business by taking care of everything else.

No task is too big or too small. From managing schedules and travel arrangements to coordinating vendors, handling personal errands, and keeping priorities organized, you'll serve as a trusted right hand who ensures everything runs smoothly behind the scenes.

This is a part-time, hourly-paid position based in Tokyo, Japan.

What You'll Do

Executive & Calendar Management

• Manage and maintain the CEO's calendar and appointments
• Coordinate meetings across multiple time zones
• Schedule calls, events, and business engagements
• Organize travel itineraries, accommodations, transportation, and reservations

Personal Assistance & Lifestyle Management

• Handle personal errands and administrative tasks
• Coordinate with household staff, vendors, service providers, and contractors
• Manage reservations, bookings, appointments, and special requests
• Assist with relocation, travel, and personal logistics when needed

Coordination & Follow-Up

• Act as a central point of coordination between the CEO and various contacts
• Follow up on important tasks, deadlines, and commitments
• Track ongoing projects and ensure action items are completed
• Help prioritize tasks and keep the CEO organized and focused

Research & Administrative Support

• Conduct research and gather information as requested
• Prepare summaries, reports, and briefing materials
• Assist with document management and record keeping
• Handle confidential information with professionalism and discretion

What We're Looking For:

The "Can-Do" Checklist

✅ Currently based in Tokyo, Japan

✅ Fluent in English & Japanese (written and spoken)

✅ Proven experience as a Personal Assistant, Executive Assistant, Chief of Staff, or similar support role

✅ Exceptional organizational and time-management skills

✅ Highly proactive and able to anticipate needs before being asked

✅ Comfortable handling both personal and business-related responsibilities

✅ Strong communication and coordination skills

✅ Resourceful problem solver who can figure things out independently

✅ Trustworthy, discreet, and capable of managing confidential matters

✅ Tech-savvy and comfortable using productivity and communication tools

✅ Flexible mindset with a "whatever it takes" attitude

Compensation

• Part-Time Position
• Hourly Rate (based on experience)
• Flexible schedule with availability for occasional urgent matters

Why Join Us? You'll work directly with an entrepreneur and decision-maker, becoming a key partner in helping maximize productivity and focus. This is an opportunity to have a meaningful impact, gain exposure to a wide variety of business and personal operations, and build a trusted long-term working relationship.

If you're someone who loves creating order from chaos, solving problems, and making life easier for others, we'd love to hear from you.