[Executive Assistant] Supporting Director-Level Leadership
【POSITION OVERVIEW】
We are looking for a highly organized and proactive Executive Assistant to support our Director with day-to-day administrative operations, hiring coordination, and new hire onboarding. This role is designed to free up the Director’s capacity for strategic priorities by owning the routine workflows that are critical to the organization’s smooth functioning.
The ideal candidate is detail-oriented, self-directed, and comfortable operating in a fast-paced environment where priorities can shift quickly. You will serve as the operational backbone for the Director’s office, ensuring nothing falls through the cracks.
【KEY RESPONSIBILITIES】
Administrative Support
• Manage the Director’s calendar, scheduling meetings, appointments, and travel with attention to priorities and time zones
• Draft, proofread, and send correspondence and communications on behalf of the Director
• Prepare meeting agendas, take accurate minutes, and track follow-up action items
• Organize and maintain digital filing systems, documentation, and records
• Handle expense reports, invoices, and budget tracking in coordination with Finance
• Screen and triage incoming emails, calls, and requests, escalating appropriately
• Coordinate logistics for internal and external meetings, including venue booking and materials preparation
Hiring Coordination
• Partner with the Director and HR to coordinate end-to-end recruitment activities for open roles
• Post job descriptions across relevant platforms and track applicant pipelines in the ATS
• Schedule and confirm interviews with candidates and interviewers, managing all logistics
• Communicate professionally with candidates throughout the hiring process, ensuring a positive experience
• Consolidate interview feedback and prepare hiring summary reports for the Director
• Liaise with HR and external recruiters to ensure timely movement of candidates through the pipeline
• Maintain organized records of all open roles, candidates, and hiring decisions
Onboarding Coordination
• Prepare and distribute onboarding materials, welcome packages, and first-week schedules for new hires
• Coordinate with IT, HR, and Facilities to ensure equipment, access, and workspace are ready before Day 1
• Serve as the primary point of contact for new hires during their first weeks, answering questions and
guiding them
• Schedule onboarding meetings with key stakeholders, team leads, and cross-functional partners
• Track completion of onboarding checklists and flag any gaps to the Director or HR
• Gather feedback from new hires and contribute to ongoing improvements to the onboarding process
Cubastion is a next-generation technology company headquartered in Gurgaon, India, helping companies reimagine business and customer experience (CX) for the digital age. Our technology solutions and services are built on 15 years of innovation, risk-taking, and a strong commitment to business certainty.
Cubastion offers an integrated portfolio of services to help companies build enterprise infrastructure systems, experience channels, data engineering, and IT enablers.
"Imagine the experience you want, turn it into reality."
Innovation and business outcomes are what started our journey and continue to drive us forward.
We are a purpose-driven, innovative, engaging, and customer-first brand. We leverage data-driven insights to evolve customer engagement and communication, helping our customers realize their vision and future. We are focused on integrating smart ecosystems that transcend physical boundaries and elevate user experience. We always put experience first.
Required
• 3–5 years of experience as an Executive Assistant, Administrative Assistant, or similar role in a professional or corporate environment
• Demonstrated experience supporting senior leadership, including Directors or C-suite executives
• Business-level proficiency in both Japanese and English (written and spoken); capable of drafting correspondence, facilitating meetings, and managing communications in both languages
• Exposure to recruitment coordination or HR administrative workflows
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously
• Strong written and verbal communication skills; professional and polished in all interactions
• High level of discretion and the ability to handle confidential information with integrity
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and/or Google Workspace
• Familiarity with Applicant Tracking Systems (e.g., Greenhouse, Lever, Workday, or similar)
Preferred
• Experience managing onboarding programs or working closely with People Operations teams
• Exposure to project management tools such as Asana, Notion, Monday.com, or similar
• Background in fast-paced startup, tech, or consulting environments
• JLPT N1 certification or equivalent Japanese language qualification is a strong plus
• Experience in a bilingual or international work environment, particularly within Japan-based or Japan-affiliated organizations
Social Insurance
Commuting/ Transportation Allowance
Education/ Training
Five-Day Workweek
Summer Holidays
Winter Holidays
Sick Leave
Full-time
