Business Operations & Executive Administration Specialist
Logistics, Sales & Operations · HR & Admin · Office Administration
In short
This role provides strategic business operations and executive administration support to the Japan Sales Director and leadership team in Tokyo. Key responsibilities include managing complex executive calendars, coordinating stakeholders, overseeing operational processes, and handling budget and vendor administration to drive operational excellence and enhance leadership productivity.
Responsibilities
- Manage complex executive calendars, priorities, and scheduling for the Japan Sales Director.
- Coordinate internal and external meetings, customer engagements, executive briefings, and business reviews.
- Act as a primary point of contact for executive assistants and administrative partners.
- Support travel planning, itineraries, logistics, and related administrative requirements.
- Facilitate communication between internal teams, customers, channel partners, and executive offices.
- Ensure timely follow-up of action items and key business decisions.
- Support preparation and distribution of executive communications, presentations, and reporting materials.
- Manage and oversee internal operational processes including purchase requests, vendor onboarding, contract administration, invoice processing, and payment tracking.
- Ensure compliance with internal policies, procurement requirements, and financial governance processes.
- Track departmental budgets, expenditures, accruals, and purchase commitments.
- Coordinate agency, supplier, and service provider engagements.
- Drive operational rhythm for leadership meetings and business reviews.
- Develop meeting agendas, collect inputs, record action items, and track execution progress.
- Manage special projects that improve organizational effectiveness and business operations.
- Coordinate internal events, leadership visits, customer engagements, and team activities.
- Establish and maintain operational tracking mechanisms and reporting processes.
- Provide leadership with regular updates on operational activities, project status, and key milestones.
Requirements
- Bachelor's degree and 3+ years of Business Operations, Executive Administration, Program Management, Chief of Staff support, or related experience OR Associate's degree and 5+ years of relevant experience.
- Demonstrated experience supporting senior executives in a fast-paced corporate environment.
- Proven ability to manage highly complex calendars, executive priorities, and stakeholder relationships.
- Experience managing operational processes, procurement workflows, budget tracking, and vendor administration.
- Business-level Japanese and English communication skills (written and verbal).
- Strong organizational skills with the ability to manage multiple priorities with accuracy and discretion.
Desired Qualifications
- Experience supporting business leaders within technology, semiconductor, telecommunications, or multinational organizations.
- Experience working with executive leadership, customers, and external business partners.
- Knowledge of procurement, finance, expense management, and internal approval workflows.
- Strong project management capabilities with attention to detail and process improvement mindset.
- Advanced proficiency with Microsoft 365, collaboration tools, and enterprise workflow systems.
- Ability to operate independently while maintaining strong cross-functional collaboration and stakeholder engagement.
Benefits
- Qualcomm is an equal opportunity employer.
- Qualcomm is committed to providing an accessible process for individuals with disabilities.
- Qualcomm is committed to making our workplace accessible for individuals with disabilities.
#Business Operations#Executive Administration#Office Administration#Sales Director
Company
Qualcomm
Job Posted
1 week ago
Employment Type
Full Time
WorkMode
On Site
Experience Level
Mid-Senior
Locations
Tokyo, Japan
Qualification
Bachelor
Applicants
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