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Miro - Executive Assistant & Business Operation

  • Hybrid
    • Chiyoda-ku, Tokyo, Japan
  • Operations

Job description

About Miro

Miro is a visual workspace for innovation that enables distributed teams of any size to build the next big thing. The platform's infinite canvas enables teams to lead engaging workshops and meetings, design products, brainstorm ideas, and more. Miro, co-headquartered in San Francisco and Amsterdam, serves more than 100M users and 250,000 companies collaborate in the Innovation Workspace. Miro was founded in 2011 and currently has more than 1,600 employees in 13 hubs around the world.

We are a team of dreamers. We look for individuals who dream big, work hard, and above all stay humble. Collaboration is at the heart of what we do and through our work together we hope to create a supportive, welcoming, and innovative environment. We strive to play as a team to win the world and create a better version of ourselves every day. If this sounds like something that excites you, we want to hear from you!

Check out more about life at Miro: 


エグゼクティブ／セールスアシスタント (EA)

This role provides comprehensive support to the Head of Japan and the GTM team, ensuring the smooth operation of executive day-to-day activities and enhancing overall organizational efficiency and communication. Responsibilities span schedule management, event coordination, visitor handling, internal documentation, and vendor liaison, requiring precision, speed, and a high level of confidentiality.

理想的な候補者像 / Ideal Candidate:

  • 高い信頼性と機密保持への強い意識を持つ方

    Highly trustworthy with a strong commitment to confidentiality

  • チームプレイヤーで、社内の各部門と効果的に連携できる方

    A team player who collaborates effectively across functions

  • ポジティブで柔軟、複数の優先事項を自主的に管理できる方

    Positive, flexible, and proactive in managing multiple priorities

  • グローバルかつスピード感のある環境での業務に抵抗のない方

    Comfortable working in a fast-paced, global environment

主な職務内容 / Key Responsibilities

1. エグゼクティブサポート / Executive Support

  • Head of Japanのカレンダー管理および会議スケジュール調整

    Manage the calendar and schedule meetings for the Head of Japan

  • 出張・宿泊手配

    Arrange business travel and accommodation bookings

  • 外部クライアントとのディナー手配（関連業務全般）

    Arrange and coordinate dinners with external clients, including all related tasks and support

  • 経費精算書の作成・提出（Navanなどのシステム使用）

    Prepare and submit expense reports (using systems like Navan)

  • 社内外ステークホルダーとの定期的なコミュニケーション（メール、Slack等）

    Communicate regularly with internal and external stakeholders via email, Slack, etc.

  • グローバルの他EAと連携し、スケジュール調整や業務フローの効率化

    Collaborate with other EAs globally to coordinate schedules and streamline workflows

  • 機密情報の適切な管理

    Handle confidential information with utmost care and discretion

  • 主要タスクや締切の進捗報告・フォローアップ

    Provide progress reports and follow up on key tasks and deadlines

  • 祝花や祝電の手配調整

    Coordinating the delivery of congratulatory flowers or telegrams

2. GTM関連イベント計画・運営サポート / GTM Event Planning and Logistics Support

  • オフサイト、ワークショップ、ビジネスレビュー等のGTMイベントの計画・運営サポート

    Support planning and execution of GTM team events such as offsites, workshops, and business reviews

  • 会場予約、出欠確認、資料準備、通訳、ケータリング、機材手配

    Coordinate venue booking, attendance confirmation, preparation of materials, interpretation, catering, and equipment rental

  • ベンダーとの見積取得、サービス確認、納品管理、請求対応

    Liaise with vendors to obtain quotes, confirm services, manage deliveries, and handle invoicing

  • 参加者リスト、名札、イベント資料作成

    Prepare participant lists, name badges, and event documentation

  • オフィスマネージャー・ワークプレイスコーディネーターとの社内イベント連携

    Collaborate with Office Manager and Workplace Coordinator on non-GTM internal events

3. 来訪者管理・東京GTM拠点での現地サポート / Visitor Management and Onsite Support for Tokyo GTM

  • 外部来訪者への準備サポート

    Assist with preparations for external visitors to the GTM team

  • QRコードの事前発行

    Issue QR codes in advance

  • NDA（秘密保持契約書）の送付・回収

    Responsible for sending and collecting NDAs (Non-Disclosure Agreements)

  • 来訪者への入館手順等必要情報の提供

    Provide visitors with necessary information such as entry procedures as needed

4. 東京GTM社内プロセス・文書管理 / Internal Process and Documentation Management for Tokyo GTM

  • 旅費申請、イベント承認、ベンダー登録など社内手続きに必要な書類の収集・確認

    Collect and verify necessary documents for internal processes, including travel requests, event approvals, and vendor registrations

  • 提出期限管理および遅延時のエスカレーション

    Manage submission deadlines and escalate delays when necessary

  • 関連部門への提出前に書類の正確性・完全性を確認

    Ensure accuracy and completeness of documents before submitting to relevant departments

5. 東京GTM関連ベンダー調整サポート / Vendor Coordination Support related to Tokyo GTM

  • ZIPなどのシステムを通じたベンダー登録サポートおよび社内手続きの円滑化

    Assist with vendor registration processes via systems like ZIP and facilitate internal procedures

  • Finance・Procurementチームとの連携による支払状況確認・問題解決

    Liaise with Finance and Procurement teams to verify payment status and resolve issues

  • ベンダーからの初期問い合わせ対応および必要に応じた社内エスカレーション

    Handle initial vendor inquiries and escalate to appropriate internal contacts as needed

6. その他 / Other

  • 東京拠点でのGTM活動に関連する各種事務サポート（例：サテライトオフィス利用管理）

    Provide administrative support related to GTM activities at the Tokyo Hub. Example: Managing the usage of satellite offices


Job requirements

必須条件・スキル / Qualifications

  • 英語での読み書き・会話スキル（社内メンバーとの各種システム上でのコミュニケーション必須）

    Proficiency in written and verbal English is required, especially for communication with internal members through various systems

  • 全てのコミュニケーションにおいてプロフェッショナルかつ適切なトーンを維持できる方

    Must maintain a professional and appropriate tone in all forms of communication

  • 高度な判断を要する案件や機密性の高い案件を適切に報告・連携できる方

    Able to report sensitive or high-judgment matters to the EA and work collaboratively with assistants from facilities and general affairs teams

  • チームプレイヤーで、細部への注意力が高く、タスクや締切を効率的に管理できる方

    A team player with strong attention to detail and the ability to manage tasks and deadlines effectively

or