Committee Affairs Assistant (Part-Time)

The ACCJ is seeking an entry-level talent, who is service-oriented, self-motivated, and highly organized professional for handling matters related to the efficient administration and coordination of the ACCJ’s industry-related and specialized committees, and in some cases, to advance their advocacy initiatives.

The Committee Affairs Assistant will support the Committee Affairs team by providing logistical support in the arrangement of programs and events.

The Committee Affairs Assistant role is a part-time contract position based in Tokyo. The candidate must reside in Japan at the time of application and hold a valid work visa for Japan. 

Responsibilities:

• Manage day-to-day activities, logistics, and relationships with multiple committees

• Provide logistical support for Committee Affairs Associates prior to and/or at events when required

• Events & meetings scheduling and logistics

  • Act as the point of contact for vendors and venues as needed

  • Work collaboratively with Committee Affairs Associates to identify a suitable time and date for an event in consultation 

  • Book vendors and venues in consultation with Committee Affairs Associates 

  • Update and maintain the ACCJ’s internal digital calendar

  • Set event attendance fees based on ACCJ venue agreements and in consultation with Committee Affairs Associates

  • Support development of event flyers

  • Manage reservations/cancellations using the ACCJ’s database and/or any other necessary methods

  • Set up for in-person, virtual, and hybrid working meetings and events

  • Coordinate necessary equipment or supplies for events

  • Capture event photography for documentation and communications purposes 

  • Manage the event reception table and greet members and guests

  • Review and verify venue invoices are aligned with the accepted terms and conditions 

  • Create, distribute, report on and archive the results of post-event surveys

• Support planning, logistics, and execution of signature events. (i.e. Shinnenkai, Independence Day celebration, Ordinary General Meeting, or any other major ACCJ events)  

• Support Committee Affairs Associates with preparing routine and ad-hoc summaries or visual reports to help evaluate overall performance, such as attendance metrics, trends, and participation frequency. 

Qualifications:

• Bachelor’s degree

• 2-3 years of experience in conference and/or event management, marketing, or related field 

• Outstanding customer-service skills; member-centric mindset

• Strong organizational skills and ability to work efficiently

• Excellent project management skills with attention to detail 

• Good troubleshooting skills

• Ability to multi-task and prioritize accordingly

• Ability to interact with senior level executives and business professionals

• Strong sense of professionalism and responsibility

• Strong written and verbal English communication skills (Japanese is a plus)

• Experience with planning virtual or hybrid events is a plus

• Ability to learn, adapt, and implement new digital tools and online platforms 

• Basic knowledge of audio, video, and lighting for meeting and event purposes

• Ability to operate video conferencing applications (Zoom, WebEx, Microsoft Teams, Google Meet) 

• Experience with streaming software (YouTube, Facebook Livestream) is a plus 

• MS Office tools (Word, Excel, PowerPoint) proficiency.

• Ability to stand for a long period and lift medium to heavy objects 

• Must hold a valid work visa for Japan

How to Apply: Please submit your resume and cover letter via the form below.