Administrative Assistant supporting the executive team in Tokyo, Japan for Meltwater, a media intelligence company. Responsibilities include scheduling, office management, and coordination across teams.
About the role
- Administrative support role for Senior Leadership Team at LoopMe, focusing on office management and operations. Ensuring smooth daily operations in a fast-paced advertising technology environment.
Responsibilities
- **Key Responsibilities**
- **Office Management**
- Oversee day-to-day operations of the NYC office, ensuring a welcoming, organized, and efficient workplace
- Coordinate office logistics including onboarding, off-boarding, and in-office events
- Manage office vendors, supplies, facilities needs, and service contracts
- Partner with People Ops and leadership to support a positive office culture and employee experience
- Serve as the primary point of contact for office-related questions and needs
- Partner closely with the IT team to support employee equipment needs, including laptops, peripherals, and office technology
- Assist with new hire equipment setup, troubleshooting, and coordination of replacements or upgrades
- Help manage office technology inventory and ensure conference rooms and shared equipment are functioning properly
- Serve as the on-site point of contact for IT-related issues in the NYC office
- **Executive & Leadership Support**
- Provide administrative and operational support to the **Senior Leadership Team in New York**, including complex calendar management, scheduling, and meeting coordination
- Coordinate leadership meetings, offsites, and in-office leadership events
- Manage travel arrangements, expense reports, and ad-hoc requests for senior leaders
- Prepare meeting materials, agendas, and follow-ups as needed
- Act as a trusted liaison and gatekeeper, handling sensitive and confidential information with discretion
Requirements
- **You’ll have**
- 3+ years of experience as an Office Manager, Executive Assistant, or similar role
- Experience supporting senior leadership teams in a fast-paced environment
- Strong organizational skills with exceptional attention to detail
- Ability to prioritize, multitask, and adapt to changing business needs
- Professional, polished communication skills (written and verbal)
- High level of discretion, trustworthiness, and emotional intelligence
- Proficiency in Google Workspace (Calendar, Docs, Sheets) and comfort learning new tools
- Positive, solution-oriented mindset with a “no task too small” attitude
Benefits
- **What we can offer**
- Hybrid working; meaning you’ll spend Tues - Thurs in our Union Square/New York office
- Self-Managed Vacation policy (no max on annual leave!)
- 1 month work-from-anywhere
- Healthcare
- 401k
- Summer Fridays!
- LoopMe Gives Back; we have a committed and active CSR team who organise regular events to hold up our pillars of Learning, Charity, Wellbeing, Responsibility and Sustainability
- We’ll set you up for success, providing training and career development
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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