Sales Operations & Support Lead Coordinator

POSITION SUMMARY

The Executive Assistant to the Country Manager will be responsible for providing high-level administrative and organizational support to the Country Manager of Vertiv Japan. 
This role includes managing calendars, coordinating meetings and travel arrangements, handling confidential information, preparing reports and presentations, and facilitating communication with internal and external stakeholders.

The ideal candidate will possess strong organizational skills, excellent communication abilities, attention to detail, and the capability to manage multiple priorities in a fast-paced multinational environment.

This role is critical in enabling the Country Manager to operate efficiently while ensuring smooth coordination across the Japan organization and regional leadership teams. 
 

RESPONSIBILITIES 
Executive Support

· Manage the Country Manager's calendar, scheduling meetings, appointments, and business engagements.

· Coordinate domestic and international travel arrangements, including flights, accommodations, visas, and itineraries.

· Prepare meeting materials, presentations, reports, and correspondence.

· Screen and prioritize communications, ensuring timely follow-up on key actions.

· Manage expenses, reimbursement processes, and administrative approvals.

Meeting & Event Coordination

· Organize internal and external meetings, leadership reviews, customer visits, and town halls.

· Prepare agendas, take meeting minutes, and track follow-up actions.

· Coordinate executive visits, customer events, and leadership meetings.

· Ensure meeting logistics and facilities are properly arranged.

Communication & Stakeholder Management

· Act as a key liaison between the Country Manager and internal/external stakeholders.

· Coordinate communication with APAC and Global leadership teams.

· Maintain professional relationships with customers, partners, and vendors when required.

· Handle confidential and sensitive information with discretion.

Administrative & Office Support

· Maintain and manage important documents, contracts, and records.

· Support office administration activities and special projects assigned by the Country Manager.

· Assist in coordinating cross-functional initiatives and business reviews.

· Support country leadership team activities as needed.

Reporting & Process Management

· Compile reports, business updates, and presentation materials for management reviews.

· Track deadlines, deliverables, and key business milestones.

· Identify opportunities to improve administrative processes and operational efficiency.

· Maintain accurate records and filing systems. 
 

QUALIFICATIONS

· Minimum 5 years of Executive Assistant, Personal Assistant, or Senior Administrative support experience.

· Business-level English and native-level Japanese communication skills (spoken and written). 

· Strong proficiency in Microsoft Office applications, especially Outlook, PowerPoint, Excel, and Word.

· Experience working in a multinational environment is preferred.

· Experience supporting senior executives, Country Managers, Presidents, or Directors is preferred. 

TIME TRAVEL REQUIRED
Not mandatory.