VML & Ogilvy | Executive Assistant, Japan

The role

You will give high-level administrative and operational support to senior leaders at WPP Creative Japan, mainly the WPP Creative Lead, Senior Finance Director and Managing Director. The role covers calendars, meetings, travel, events and stakeholder communication across teams.

What you will do

• Manage complex calendars and meetings across senior stakeholders and time zones
• Arrange domestic and international business travel, accommodations and itineraries
• Support expense processing, invoice coordination and administrative documentation
• Prepare meeting materials, agendas, minutes and follow-up actions
• Support Townhall, Exco meetings, leadership offsites and internal communications
• Coordinate cross-functional activities across departments and agencies within WPP
• Assist with presentation preparation, document formatting and reporting
• Welcome and coordinate client visits and executive hospitality
• Identify and support operational gaps beyond a single function
• Communicate with Japanese and international stakeholders

Required qualifications

• 5+ years as an Executive Assistant, Administrative Assistant, Office Manager or similar role
• Strong organizational and multitasking abilities with excellent attention to detail
• Ability to manage competing priorities and work with minimal supervision
• Strong interpersonal and communication skills
• Comfortable working in a matrixed and evolving organization
• High level of ownership, flexibility and problem-solving mindset
• Proficiency in Microsoft Office, Google Workspace and common collaboration tools
• Native-level Japanese proficiency
• Business-level English proficiency, written and spoken

Nice to have

• Experience supporting multiple senior executives simultaneously
• Positive, proactive and collaborative mindset
• Strong sense of discretion and professionalism
• Ability to stay calm under pressure and adapt to changing priorities
• Service-oriented attitude, supporting beyond formal job scope when needed
• Experience in advertising, media, creative, consulting or fast-paced professional services

About the company

WPP Creative Japan is part of the global WPP network, offering creative, strategy, content, production and integrated marketing services. WPP works with leading brands across 100+ markets.