Administrative Assistant

Administrative Assistant – Wayve JapanAbout us Founded in 2017, Wayve is the leading developer of Embodied AI technology. Our advanced AI software and foundation models enable vehicles to perceive, understand, and navigate any complex environment, enhancing the usability and safety of automated driving systems.Our vision is to create autonomy that propels the world forward. Our intelligent, mapless, and hardware-agnostic AI products are designed for automakers, accelerating the transition from assisted to automated driving. At Wayve, big problems ignite us—we embrace uncertainty, leaning into complex challenges to unlock groundbreaking solutions. We aim high and stay humble in our pursuit of excellence, constantly learning and evolving as we pave the way for a smarter, safer future.At Wayve, your contributions matter. We value diversity, embrace new perspectives, and foster an inclusive work environment; we back each other to deliver impact. Make Wayve the experience that defines your career! The roleWe’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.Key responsibilitiesTravel & 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.About youIn order to set you up for success as a Administrative Assistant at Wayve Japan, we’re looking for the following skills and experience.EssentialNative-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 SlacksDesirableExperience working in tech, automotive, or international environments.Familiarity with travel/expense tools and event planningProactive, resourceful, and solution-oriented mindset.Flexible and adaptable working style, comfortable with ambiguity and changing priorities.This is a full-time role that is based in Japan. At Wayve we want the best of all worlds so we operate a hybrid working policy that combines time together in our offices and workshops to fuel innovation, culture, relationships and learning, and time spent working from home. We understand that everyone has a unique set of skills and experiences and that not everyone will meet all of the requirements listed above. If you’re passionate about self-driving cars and think you have what it takes to make a positive impact on the world, we encourage you to apply.For more information visit Careers at Wayve. To learn more about what drives us, visit Values at Wayve DISCLAIMER: We will not ask about marriage or pregnancy, care responsibilities or disabilities in any of our job adverts or interviews. However, we do look to capture information about care responsibilities, and disabilities among other diversity information as part of an optional DEI Monitoring form to help us identify areas of improvement in our hiring process and ensure that the process is inclusive and non-discriminatory.At Wayve we're committed to creating a diverse, fair and respectful culture that is inclusive of everyone based on their unique skills and perspectives, and regardless of sex, race, religion or belief, ethnic or national origin, disability, age, citizenship, marital, domestic or civil partnership status, sexual orientation, gender identity, veteran status, pregnancy or related condition (including breastfeeding) or any other basis as protected by applicable law.