Team Assistant | Japanese Speaking

DeepL, Europe's leading AI company since 2017, is dedicated to breaking down language barriers and bringing cultures closer together. Our expertise in AI and neural networks has enabled us to create cutting-edge communication technologies for businesses, including the acclaimed DeepL Translator which offers 30+ languages, and DeepL Write, our AI writing companion. Our core offering includes a suite of products and tools made for businesses to communicate more effectively, both internally and with their customers around the globe.

Our goal is to become the global leader in Language AI and build products that help drive better communication, drive connection, and make real-life impact. To do that, we need talented people, like you, who want to be a part of this exciting journey. If you're ready to work with a dynamic team and build your career in the fast-moving AI space, DeepL is your destination.

What sets us apart

We are committed to innovation and to a nurturing work environment. Founded by developers and researchers, we spend a lot of time actively reviewing the latest trends in generative AI and software engineering. Known for pioneering AI technologies, we dive deep into cutting-edge research to create not only translations, but advanced language solutions. Combining our use of modern technology, comprehensive employee benefits with our open and welcoming work culture is what sets us apart.

When we tell people about DeepL as an employer, the reactions are overwhelmingly positive. Maybe it's because of the products that have helped countless people worldwide, or maybe it's because of our shared goal of improving communication for individuals and businesses worldwide. What we're certain of is this: being part of DeepL means joining a team committed to innovation and the well-being of its employees.

What will you be doing at DeepL?

As a Team Assistant you are an essential support to both teams and leadership, ensuring our operational wheels turn smoothly and our collaborative culture thrives. Blending the responsibilities of Team and Executive Assistant, you’ll assist our internal teams with administrative processes and provide executive assistant support to leaders within the company. You'll ensure our operational workflows and priorities are aligned, facilitating a cohesive strategy and assisting in driving DeepL's success.

Requirements

Your Responsibilites

In this role you will execute a variety of deliverables working on both a tactical and strategic level:

• Assist with managing calendars and submitting expenses as appropriate
• Schedule and coordinate the logistics, agendas and content for department-wide meetings with internal stakeholders
• Organise team activities and events including accommodation, transport, social activities and agenda planning. Assist with the project-management of large-scale company events
• Facilitate travel arrangements, ensuring a seamless experience for both teams and leadership
• Work closely with cross-functional teams on initiatives to build team engagement and recognition. Act as a cultural ambassador within the business, building strong relationships and acting as a feedback loop for process improvement
• Actively participate in the creation and streamlining of internal process documentation
• Act as a go-to-person for admin related questions within the company, by connecting departments and creating solutions, you take the administrative workload off colleagues
• Provide operational support both onsite and regionally for employees based in Japan/Korea
• Aligns with the global Office Team in providing smooth business function processes (mail handling, invoice management, providing amenities, safety confirmation service drills)
• New hire onboarding support in cooperation with our local People and Culture team
• Act as the go to person in our Tokyo office for local and global teams

About you

• Proven experience in a support role demonstrating a balance between team assistance and executive support. Experience in a tech or SaaS company is desirable
• Outstanding planning and organisational skills, working with agendas, event coordination, and travel arrangements in an international environment
• Strong communication skills both spoken and written. Fluent in Japanese and English
• Openness to work across time zones and travel internationally
• Proactive multi-tasking mindset with problem-solving skills and ability to prioritise tasks effectively
• An open-minded personality with detail-oriented and hands-on attitude willing to work in a fast-paced environment
• Passion for team engagement and culture-building
• Demonstrated integrity, discretion, and professionalism in handling confidential information.
• Proficient in Apple macOS and Microsoft Office tools such as Outlook, Word, Excel, PowerPoint. Previous work experience with Slack, Confluence, Zoom and Jira
• Availability to work from our office in Tokyo as required

What we offer

• Diverse and internationally distributed team: joining our team means becoming part of a large, global community with people of more than 90 nationalities. We're more than just colleagues; we're a group of professionals with a shared mission to connect diverse cultures. Our global presence is growing–we've doubled in size nearly every year, with our employees based in the UK, Germany, the Netherlands, Poland, the US, and Japan, and we continue to expand our network.
• Open communication, regular feedback: as a language-focused company, we value the importance of clear, honest communication. We value smooth collaboration, direct and actionable feedback, and believe that leading with empathy makes us better together.
• Hybrid work, flexible hours: whether you're near our hub in Tokyo, or prefer the comfort of your own home, you decide where your office is. We offer flexible working hours and trust in your productivity, all in sync with your team's general locations and time zones to foster effective and seamless collaboration. Our aim is to integrate your work with your lifestyle, ensuring a balance that respects both your needs and our operational requirements.
• Regular in-person team events: we bond over vibrant events that are as unique as our team, from local team and business unit gatherings, to new-joiner onboardings, to company-wide events that bring us all together–literally.
• Comprehensive health insurance: your health comes first. With our comprehensive insurance, we'll make sure you're covered from head to toe.
• 20 days of annual leave: we value your peace of mind. With 20 days off (excluding public holidays) and access to mental health resources, we make sure you're as strong mentally as you are professionally.
• Annual learning budget: because we never stop learning, we’ve set up an annual budget for your professional development—pick a learning path that contributes to your career development and we'll back you up.

Please make sure to send your CV in English.