Executive Assistant / Japan Operations

Company Description

Hireline is a recruitment technology company focused on helping talent acquisition teams reach passive candidates beyond traditional job boards. By targeting platforms such as TikTok, Instagram, and YouTube, Hireline enables recruiters to connect with over 90% of individuals in North America who are active on non-job board channels. The company offers access to a broad pool of talent across locations and professions, giving hiring teams a distinct competitive advantage. Hireline positions itself at the forefront of modern recruitment, providing tools and insights that support more precise and effective sourcing. Joining Hireline means contributing to a platform that is redefining how organizations discover and engage top-tier talent.

Role Description

This full-time, hybrid Executive Assistant role is based in Tokyo, Japan. The Executive Assistant will support Hireline's Japan and US-based leadership while building the operational foundation of the company's Japan presence. Responsibilities include coordinating the incorporation of Hireline's Japanese subsidiary with outside specialists; establishing office operations, banking, and vendor relationships; supporting leadership with research, document preparation, and project coordination; and reviewing and editing English-language job postings submitted by customers during Japan hours, with training provided.

Required Qualifications

• Conversational English and native-level Japanese proficiency.
• Ability to manage multi-party projects from start to finish, tracking owners, deadlines, and next actions.
• Excellent organizational skills and professional communication with external partners.
• Authorization to work in Japan
• Ability to work from Hireline's Tokyo office three days per week
• Ability to work on a 6:00 to 15:00 schedule

Preferred Qualifications

• Experience as an executive assistant, secretary, office administrator, or project manager, or in recruiting operations.
• Experience coordinating with external professionals or vendors.
• Experience in a startup or multinational environment.
• Interest in HR, recruiting, or advertising.

Compensation and Employment Terms

• Expected total annual compensation of 7.5 million JPY
• No fixed overtime allowance; overtime is compensated in full
• Working hours are 6:00 to 15:00 JST, to overlap with the core US team
• Hybrid work schedule, with three days per week in the Tokyo (Akasaka) office
• Permanent, full-time employment with a six-month probationary period
• Approximately 125 days off per year, full statutory social insurance, commuting allowance, company-provided MacBook and equipment, paid AI tool subscriptions, and one to two in-person team offsites per year

Employment is administered through Remote Japan K.K., an employer of record, until Hireline's Japanese subsidiary is established, at which point employment transfers with tenure and conditions maintained