Administrative Assistant Job at Wayve

Administrative Assistant

Wayve

Location:
Japan

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

We’re looking for a highly organized and bilingual Administrative Assistant to support the smooth daily operations of Wayve Japan. As Wayve expands its engineering and product & delivery teams in Japan, this role will provide essential administrative, logistical, and coordination support — enabling our leadership and engineering teams to focus on product delivery and scaling. You will manage scheduling, travel, onboarding, events, and communication with both Japanese and global stakeholders. The ideal candidate will be proactive, detail-oriented, and able to work across languages and time zones in a fast-moving, collaborative environment.

Job Responsibility:

Travel & Expense Management: Arrange and coordinate domestic and international business trips (flights, accommodation, transportation). Manage expense submissions, approvals, and receipt organization through the company’s expense system
Scheduling & Coordination: Manage internal and external calendars across multiple time zones (Japan, UK, US). Coordinate appointments, meeting agendas, and minutes for internal and external stakeholders. Support logistics for VIP visits to Japan (meeting scheduling, agenda management, hospitality)
People & Onboarding Support: Support onboarding for new hires in Japan (PC and ID setup, housing coordination, commuting arrangements). Work closely with the People and IT teams to ensure smooth onboarding and equipment readiness
Event Planning & Internal Communications: Plan and manage team offsites, workshops, and internal events.Support local communications and public relations efforts, including translation and local SNS/LinkedIn postings
Office & Operations Support: Support office logistics, hardware/IT/vehicle inventory management, and coordination of deliveries and shipments. Collaborate with the Office Manager to maintain operational efficiency and compliance with Japanese procedures
Support other tasks or requests as needed

Requirements:

Native-level Japanese and strong English communication skills (verbal and written)
3+ years of experience in administrative or team assistant roles within a global or fast-paced environment
Excellent organizational skills and attention to detail, with the ability to prioritize and multitask
Experience coordinating schedules including arranging the meetings internal and external., business trips, and expenses
Strong interpersonal and communication skills to build trust across teams and cultures
Proficiency in Google Workspace (Calendar, Docs, Sheets, Drive), Microsoft and Slacks

Nice to have:

Experience working in tech, automotive, or international environments
Familiarity with travel/expense tools and event planning
Proactive, resourceful, and solution-oriented mindset
Flexible and adaptable working style, comfortable with ambiguity and changing priorities

Additional Information:

Job Posted:
January 01, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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