Office Management and Executive Assistant

Relocation Assistance Offered Within Country
Job Number#173514 - Tokyo Tokyo-To Japan

Who We Are

Colgate-Palmolive Company is a global consumer products company operating in over 200 countries specialising in Oral Care Personal Care Home Care Skin Care and Pet Nutrition. Our products are trusted in more households than any other brand in the world making us a household name!

Join Colgate-Palmolive a caring innovative growth company reimagining a healthier future for people their pets and our planet. Guided by our core valuesCaring Inclusive and Courageouswe foster a culture that inspires our people to achieve common goals. Together lets build a brighter healthier future for all.

Job Summary

The Office Management Manager & Executive Assistant is a strategic partner responsible for high-level executive support and the evolution of office operations. This dual-function role focuses on Simplification and Optimization of administrative workflows.

The ideal candidate is an agile self-driven professional who will lead the transformation from manual internal operations to a high-performing 3rd party outsourcing model while ensuring the General Manager and Leadership Team are supported with the highest level of precision.

Principal Duties and Responsibilities

1. Office Management & General Affairs (40%)

• Work with leaders and managers to build up the office work environment/atmosphere as a part of strategic structure. Ensure the workplace is designed with inclusiveness accommodating diverse needs and fostering a sense of belonging for all employees and visitors.

• Supports and assist HR Director to pursue the best solution of organizational effectiveness and efficiency by organizing and coordinating office operations and procedures

• Concentrates on Global Business Readiness Planning from Local Disaster programs to Global Emergency/Safety Policies

• Cooperates with respective functions to communicate effectively and cross functionally in order to create the most suitable work environment

• Lead the transition of general affairs from doing to managing. Drive the simplification of workflows by effectively delegating and overseeing 3rd party vendors.

• Act as the primary Point of Contact for Facilities Fleet and Building Operations. Continuously optimize service levels and costs to ensure the office runs as a high-performance hub and to ensure the field sales work effectively and efficiently.

• Manage the procurement lifecycle (POs/GRs) within SAP/Ariba ensuring 100% compliance and fiscal accuracy.

2. Executive Assistant to the Japan General Manager (40%)

• Manage the GMs complex global calendar with an agile and flexible mindset anticipating shifts and prioritizing high-value engagements.

• Optimize the GMs administrative processes including end-to-end travel (via Concur) expense reporting and professional networking logistics.

• Budget management for the GM office and company level initiatives such as an annual convention leadership offsite etc.

• Act as Leadership Liaison the primary bridge between the GM and the Leadership Team (LT). Schedule LT meetings and company-wide meetings ensuring all action items are tracked to completion.

• Collaborate with regional and global assistants (US/Asia) to align on scheduling and executive visitation meetings or protocols.

3. Others (20%)

• Integrate Inclusivity into all company-wide events and communications. Ensure diverse perspectives are considered in event planning and that all voices feel heard.

• Internal Comms: Draft clear engaging and inclusive announcements and HR newsletters that align with the companys culture and DE&I goals.

• Event Orchestration: Partner with HR to organize conventions monthly connect meetings and any other company-wide meetings ensuring they are accessible engaging and reflective of our diverse workforce.

• Act as a Point of contact for Japan guide dog associations in terms of the employees with disabilities.

Requirements

Experience & Education

• Experience: 5 years in Office Management or Executive Assistance in a multinational/FMCG environment.

• Proven experience in the simplification and optimization of office tasks specifically shifting from in-house operations to 3rd party vendor models.

• DE&I Mindset: A strong commitment to Diversity Equity and Inclusion. Demonstrated ability to act with an inclusive lens in daily operations and communication.

Technical & Professional Skills

• Agile & Self-Driven: Ability to work autonomously pivot quickly under changing priorities and take full ownership of the transformation agenda.

• Strong knowledge of relevant laws and regulations such as Industrial Safety and Health Act (労働安全衛生法) Fire Service Act (消防法) etc.

• Digital Literacy: Advanced proficiency in Google Workspace and experience with SAP Ariba and Concur.

• Language: Business-level fluency in English and Native level Japanese (capable of high-level business writing and verbal translation).

Key Competencies

• Supporter Mindset: Proactive and service-oriented; finds professional fulfillment in enabling the success of the leadership team and the broader organization.

• Optimization-Focused: Constantly looks for ways to make processes faster simpler and more effective.

• Interpersonal Excellence: High emotional intelligence and the ability to collaborate across diverse functions and cultures.

Working Relationships

• Internal: General Manager HR Director & HR Team Leadership Team all employees.

• External: 3rd Party Facility/Fleet Vendors Building Management Travel Agencies Legal Firms.

Our Commitment to Inclusion
Our journey begins with our peopledeveloping strong talent with diverse backgrounds and perspectives to best serve our consumers around the world and fostering an inclusive environment where everyone feels a true sense of belonging. We are dedicated to ensuring that each individual can be their authentic self is treated with respect and is empowered by leadership to contribute meaningfully to our business.

Equal Opportunity Employer
Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race colour religion gender gender identity sexual orientation national origin ethnicity age disability marital status veteran status (United States positions) or any other characteristic protected by law.

Reasonable accommodation during the application process is available for persons with disabilities. Please complete this request form should you require accommodation.

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