About the Role
We are seeking an exceptional Executive Assistant to support the founder directly. This person will serve as a core partner in project coordination and communication, enabling the founder to focus on high-value strategy and relationship-building.
You will help manage projects between Japan and Europe, assist with the execution of international delegations and Global Executive Roundtables, conduct research, prepare executive-level documents, and maintain effective communication across internal and external stakeholders.
This is not a calendar-focused administrative role. You will act as the founder’s proxy in several capacities and be deeply involved in strategic initiatives that influence the company's growth and global reputation.
This is a full-time, on-site role at our CIC Tokyo office. We are looking for someone who can fully commit to the position and thrive in a dynamic, high-performance environment.
Key Responsibilities
Project and Delegation Support
Assist in executing cross-border delegations and strategic initiatives
Coordinate meetings, site visits, speaker preparation, briefing documents, and travel arrangements
Support Executive Roundtable dinners, high-level innovation events, and VIP stakeholder engagements
Serve as a liaison between Japanese and European stakeholders
Strategic Research & Document Creation
Conduct desk research and synthesize findings into briefing notes, talking points, and slide decks
Contribute to the development of case studies, innovation reports, and workshop materials
Support the creation of proposals, event summaries, and post-project documentation
Stakeholder Communication & Liaison
Manage communications between the founder and corporate executives, government officials, partners, and media
Draft, edit, and send emails, outreach materials, and summaries on the founder’s behalf
Maintain up-to-date tracking of high-level contacts and stakeholder engagement pipelines
Event & Experience Curation
Prepare briefing materials, bios, and logistics documentation for executive-level events
Research participants and guests to identify strategic angles for engagement
Coordinate discreet, high-quality guest experiences
Ideal Candidate People
Experience
3–7 years in consulting, innovation programs, international project management, or strategic/diplomatic environments
Experience supporting senior executives or founders in a cross-functional, cross-border capacity
Familiarity with both Japanese and European business etiquette and working styles
Skills & Qualities
Native-level fluency in English; strong proficiency in Japanese is highly preferred
Excellent written and verbal communication skills
Strong analytical, research, and synthesis abilities
Exceptionally organized, detail-oriented, and able to manage multiple projects in parallel
High emotional intelligence, discretion, and the ability to anticipate needs
Genuinely enjoys supporting leaders and enabling strategic work
Cultural Fit
Understands and navigates both Japanese and European professional norms
Embodies polish, clarity, precision, and long-term relationship-building values
Thrives in dynamic environments with evolving priorities
Bonus Traits
Background or interest in sustainability, clean tech, open innovation, or foresight strategy
Skilled in creating polished slide decks and professional reports
Potential to grow into a Program Manager or Client Engagement Lead role
What We Offer
Direct mentorship and close collaboration with the founder
Involvement in high-level business development and innovation programs
Access to elite global business communities and executive networks
Flexible but on-site work environment with growth potential at our CIC Tokyo office
Compensation
Salary negotiable based on experience and fit.
We offer a competitive compensation package tailored to the candidate’s skills, responsibilities, and growth potential.
Interview Process
1. Online Interview — initial conversation to assess alignment and expectations
2. In-Person Interview — held at our CIC Tokyo office with the founder
3. Test Project — short written or strategic task to evaluate communication and thinking skills
To Apply
Please submit the following materials to contact@trusted-inc.com
1. Your resume (in English)
2. A cover letter explaining why you are a strong fit for this role
3. A sample of past work (e.g., slide deck, briefing doc, writing sample) if available
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