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Figma is growing our team of passionate people on a mission to make design accessible to all. Born on the Web, Figma helps entire product teams brainstorm, design and build better products — from start to finish. Whether it’s consolidating tools, simplifying workflows, or collaborating across teams and time zones, Figma makes the design process faster, more efficient, and fun while keeping everyone on the same page. From great products to long-lasting companies, we believe that nothing great is made alone—come make with us!
We’re looking for an Executive Assistant / Office Coordinator to support Figma’s Country Manager in Japan to strategically manage the day-to-day administrative and operational needs of the Japan business, while also contributing significantly to projects and initiatives that help drive the company’s priorities.
What you’ll do at Figma:
- Manage the Country Manager (CM)’s calendar, meetings, and international travel arrangements whilst briefing the CM prior to meetings, calls, and events
- Inbox management for the CM, respond to scheduling requests & highlighting any key emails
- Submit monthly expenses for the CM, ensuring all internal policies are followed closely. Sign-off expenses for the CM’s reports
- Coordinate Japan Leadership Team, Sales Leaders meetings and other meetings (offsites) led by the CM, organizing the agenda and following up on action points
- Lead all planning for monthly Japan All Hands meetings, co-ordinating all content and slides
- Be a go-to person for all office related matters in Tokyo, communicating and escalating to the Singapore Workplace Manager.
- Collaborate with the Workplace Manager in Singapore to implement workplace programs in Japan such as basic office health and safety responsibilities, including establishing and inspecting emergency supplies and safety equipment.
- Manage office inventory and restock supplies, coordinate logistics for in-office events, and communicate with building management
- Identify opportunities to improve the office culture and space
We'd love to hear from you if you:
- Have 7+ years of experience in an administrative or support role in a growth environment
- Have experience building a great culture with an executive
- Enjoy working in a fast paced environment and can adapt quickly to changing demands
- Are an expert at prioritizing and seeing around corners
- Are trustworthy, reliable and will maintain strictest confidentiality
- Have expert communication skills and can communicate with a wide range of stakeholders in person, virtually and over email
- Have a positive outlook and constantly strives to create a positive, inclusive environment for others to thrive in
- Possess native-level Japanese & business fluency in English
While it’s not required, it’s an added plus if you also have:
- Have office management or coordination experience in an office with 40+ people
- Possess passion for office management and cultural activities as well as secretarial work.
- Hold or have an interest in certifications related to office management, such as hygiene management (衛生管理者)
At Figma, one of our values is Grow as you go. We believe in hiring smart, curious people who are excited to learn and develop their skills. If you’re excited about this role but your past experience doesn’t align perfectly with the points outlined in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.
At Figma we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our product and our community to flourish. Figma is an equal opportunity workplace - we are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression, veteran status, or any other characteristic protected by law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.
We will work to ensure individuals with disabilities are provided reasonable accommodation to apply for a role, participate in the interview process, perform essential job functions, and receive other benefits and privileges of employment. If you require accommodation, please reach out to accommodations-ext@figma.com. These modifications enable an individual with a disability to have an equal opportunity not only to get a job, but successfully perform their job tasks to the same extent as people without disabilities.
Examples of accommodations include but are not limited to:
- Holding interviews in an accessible location
- Enabling closed captioning on video conferencing
- Ensuring all written communication be compatible with screen readers
- Changing the mode or format of interviews
By applying for this job, the candidate acknowledges and agrees that any personal data contained in their application or supporting materials will be processed in accordance with the applicable candidate section of Figma's Privacy Policy.
