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Bentley Systems Logo Bentley Systems · Office Administration

Executive Assistant

Japan, Tokyo · Job Posted June 16, 2026
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Job Description

As an Executive Assistant, you'll coordinate and provide high-quality administrative support to the Japan GM. Responsibilities will include scheduling meetings, maintaining detailed records, carrying out searches to ensure that the senior team a well prepared for meetings, providing support to internal projects, and organizing events. You will also provide ad-hoc support to the wider Senior Leadership team.

Job Responsibility

  • Manage complex office administrative work requiring the use of independent judgment and initiative
  • Manage the personal and professional calendar of one or more senior leaders, scheduling appointments as required
  • Serve as a gatekeeper to filter incoming information and requests for meeting time with senior leaders and setting priorities, as appropriate
  • Co-ordinate and produce quality information within the required timescales, including presentations, documents packs and spreadsheets
  • Prepare senior leaders for meetings by researching relevant content and preparing talking points
  • Administer meetings, ensuring attendance and that the agendas are met
  • Take minutes at Senior Management meetings as and when required
  • Work with the Senior Management Team, ensuring queries and documentation are completed/processed in a timely manner
  • Provide support on internal projects, including management of deadlines, gathering of information, and ensuring deliverables are met by the team
  • Undertake general administration tasks including correspondence, enquiries, phone calls and follow-ups
  • Organise and arrange travel and accommodation including provision of itineraries and administration of expenses thereafter
  • Maintain confidentiality at all times
  • Seek to develop systems and processes to ensure continuous improvement
  • Spend time within relevant business areas to get a thorough understanding of their individual business needs and the support required

Requirements

  • Previous Executive Assistant or Personal Assistant experience supporting Senior Management
  • Exceptional attention to details and planning skills, with proven ability to multitask
  • Ability to build a network and relationships
  • Excellent verbal and written communication skills
  • Ability to navigate complex situations with diplomacy
  • Ability to produce high quality presentations and briefing packs
  • Computer literate with strong Office 365 experience
  • The role holder needs to possess a flexible ‘can do’ mindset
  • English /Japanese native for global communication, IT skill hardware/software/application would be pleased
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