Management Assistant (Japan)

Role Highlights :Management Assistant (Japan)FinanceJapanReports to CEO, ICEYE JapanPermanent Hybrid / OfficeEmployment is subject to applicable security screening (incl. SUPO, where required)The Mission of the Management AssistantAs a Management Assistant, you are the organizing force behind busy calendars, meetings, and projects — ensuring clarity, flow, and efficiency in daily operations. You bring structure and calm to a fast-paced environment, enabling leaders and teams to focus on their core priorities.You'll provide high-level administrative and operational support to the Japan management team, acting as a key point of contact for day-to-day needs and ensuring smooth office operations. Your work keeps the team synchronized, communication seamless, and priorities visible.This is a role for someone who genuinely enjoys administrative excellence — bringing structure, reliability, and calm to a fast-moving environment. You'll thrive on keeping priorities aligned, solving problems before they arise, and helping others operate at their best.Who We AreICEYE delivers space-based intelligence, surveillance, and reconnaissance (ISR) capabilities to governments and allied nations. This includes sovereign and turnkey ISR missions leveraging ICEYE's world-leading synthetic aperture radar (SAR) satellite technology, as well as access to data from the world's largest SAR satellite constellation. These capabilities enable partners to detect and respond to critical changes anywhere on Earth with unprecedented speed and accuracy - day or night and in any weather, supported by ultra high-resolution imagery and high-frequency revisits.As a trusted partner for defense, intelligence, security, and maritime domain awareness, ICEYE's near real-time data creates a tactical advantage for mission-critical operations. Designed for dual use, the platform also serves civil protection and commercial users for natural-catastrophe intelligence, insurance, maritime monitoring (including oil-spill detection), and finance, contributing to global security and community resilience.ICEYE operates internationally with offices in Finland, Poland, Spain, Japan, the UAE, Greece, and the US. The company has more than 900 employees, inspired by the shared vision of improving life on Earth by becoming the global source of truth in Earth Observation.RequirementsOutcomesSupport the Japan management team with daily administrative and operational tasks.Act as a key point of contact for internal coordination, ensuring smooth communication between local and global teams.Assist with scheduling, meeting arrangements, and travel logistics for management and visiting staff.Prepare and maintain documentation, reports, and presentations as required by management.Track and follow up on action items, deadlines, and deliverables for the Japan office.Support onboarding and offboarding processes for new hires, including equipment and workspace setup.Manage office supplies, vendor relationships, and facility needs to ensure a productive work environment.Coordinate with building management and external service providers for office maintenance and improvements.Handle basic finance/admin tasks such as invoice processing, expense reports, and petty cash management.Provide ad hoc support for events, visits, and special projects as directed by the management.Role-specific CompetencesOrganisation & Prioritisation: You manage multiple requests calmly, knowing what needs attention now and what can wait. You balance executive priorities with team-wide needs to keep operations flowing smoothly.Attention to Detail: You notice the small things that keep schedules, documents, and logistics accurate and dependable.Confidentiality & Trust: You handle sensitive information with discretion, protecting confidentiality across both local and global contexts.Proactivity: You anticipate needs, act before being asked, and find clear, practical solutions to complex coordination or scheduling challenges.Bilingual Communication: You navigate confidently between Japanese and English — ensuring clarity, accuracy, and cultural sensitivity in all communication and documentation.Collaboration: You build strong relationships across departments and cultures, contributing to a supportive, unified team dynamic. You share knowledge, adapt your style to different stakeholders, and step in when needed to keep things moving.Technical Confidence: You use digital tools effectively — Google Workspace, MS Office, Slack, and modern productivity or AI-based tools — to streamline workflows and communication.Adaptability: You stay composed and flexible when priorities shift, adjusting plans quickly and helping others maintain momentum in a fast-changing environment.Key CompetencesIn addition to the requirements above, we evaluate candidates on these key qualities throughout the hiring process:Intellectual Firepower: Rapidly comprehends, structures and synthesizes complex information, draws accurate conclusions, and communicates them with clarity.Passion & Work Ethic: Brings sustained motivation, resilience, and high personal standards to every challenge.Ownership & Action: Assumes full accountability for outcomes, acting decisively, and ensuring commitments are delivered.Team Player: Works collaboratively across teams, contributing to shared success, and engaging in constructive debate.Integrity & Growth Mindset: Operates with transparency and humility, learns from setbacks, and actively seeks opportunities to grow.RequirementsProven experience as a Management Assistant, Executive Assistant, or similar administrative support role.Bilingual proficiency in Japanese and English (written and spoken).Strong organizational, prioritization, and multitasking skills with excellent attention to detail.Professional, proactive, and discreet communication style with strong interpersonal skills.Comfortable using modern productivity tools such as Google Workspace (Gmail, Calendar, Sheets, Slides), Slack, and other collaboration platforms.Experience working in a fast-paced, international, or high-growth environment.Familiarity with Japanese and global business culture and practices.Ability to build or improve administrative processes and workflows to enhance efficiency.Experience coordinating across multiple stakeholders and time zones.Application ProcessTA screening (30 min)Hiring manager interview (45 min)AssignmentManagement interviewBenefitsWhat We Offer at ICEYEAt ICEYE, you will join a diverse and highly engaged team united by the ambition to make the impossible possible. We know that we will succeed only through exceptional people in our team — which is why your growth, wellbeing, and success are a priority.As a global scale-up, we combine speed and ambition with the opportunity to take real ownership from day one. You will benefit from continuous professional development, training opportunities, and a culture that values collaboration, curiosity, and integrity. ICEYE is a place where your contributions have a visible impact, and where we celebrate success together.Benefits A job that matters in a dynamic Earth Observation environment with a scale-up approachAn independent role with a supportive and diverse work environmentOccupational healthcare, occupational, and accident insuranceA yearly benefit budget to spend as you wish (i.e. on sport, transport, bike benefit, wellness, lunch, etc.)Inspiring and collaborating offices and silent workspaces enable you to focusA wide variety of the best coffee, tea, snacks, and sweets to accompany your daily space missionOur Commitment to Diversity, Equity, and InclusionAt ICEYE, we believe that diversity isn't just a buzzword - it's our greatest asset.We're committed to fostering an inclusive environment where every voice is not only heard but celebrated. We know that diverse perspectives breed innovation and creativity, which is why we actively seek out individuals from all walks of life, backgrounds, and experiences.Whatever your background, we want you to bring your authentic self to the table. Join us and be part of a team where differences are not only embraced but cherished, because together, we're stronger.We welcome applications from people of all backgrounds, including those who may need workplace adjustments. If you require any specific accommodations or assistance during the recruitment process for any reason, please let us know.Apply now to start your ICEYE journey, and help us continue to make the impossible possible together. Read more about ICEYE and working with us at iceye.com.