Executive Operations Partner, APAC

Notion Labs, Inc.

Job Overview

Location

Tokyo, Japan

Job Type

Full-time

Full Job Description

📋 Description

• As an Executive Operations Partner for Notion's APAC & Japan region, you will be instrumental in ensuring the seamless and efficient operation of our General Managers' (GMs) daily activities and strategic initiatives. This role is pivotal in supporting the high-velocity growth of Notion within these key markets, demanding a proactive, organized, and exceptionally detail-oriented individual who thrives in dynamic and often ambiguous environments.
• You will serve as the right hand to our APAC & Japan GMs, taking ownership of a wide array of operational tasks that enable them to focus on strategic leadership and business development. Your primary objective will be to create order, anticipate needs, and execute with precision, acting as a critical linchpin in the GMs' effectiveness and the overall success of the regional Go-To-Market (GTM) teams.
• A significant aspect of your role will involve meticulous calendar management. You will be responsible for coordinating and prioritizing the complex schedules of the GMs, ensuring optimal allocation of their time across critical meetings, strategic planning sessions, internal engagements, and external commitments. This requires a keen understanding of business priorities and the ability to navigate competing demands with diplomacy and foresight.
• You will be the central point person for all GTM meetings. This includes proactively organizing, attending, and meticulously tracking key discussions. Your responsibilities will extend to managing meeting agendas, capturing comprehensive notes, documenting precise minutes, and diligently following up on all assigned action items to ensure accountability and progress.
• Travel planning will be a core function, encompassing the end-to-end coordination of all executive travel. This involves booking flights, securing suitable accommodations, arranging ground transportation, and making dining reservations, all while adhering to company policies and executive preferences, ensuring a smooth and productive travel experience.
• Managing executive expenses will be another key responsibility. You will process and track expense reports, ensuring accuracy and compliance with financial guidelines, thereby maintaining fiscal responsibility and administrative efficiency.
• As a pacesetter, you will be expected to proactively identify and resolve time-sensitive issues before they escalate. This requires exceptional problem-solving skills, sound judgment, and the ability to make quick, informed decisions under pressure, demonstrating a commitment to uninterrupted operational flow.
• You will play a vital role in internal communications and logistics for significant regional events. This includes assisting with the planning and execution of APAC and Japan All-Hands meetings, GTM town halls, and informal coffee chats, ensuring effective dissemination of information and fostering a connected workforce.
• Beyond operational support, you will be a key culture carrier and community builder within the APAC & Japan teams. This involves conceptualizing and orchestrating fun and engaging team offsite experiences, celebrating employee milestones such as birthdays and anniversaries, and welcoming new family members. Your efforts will be crucial in ensuring employees feel continuously connected, recognized, and valued, reinforcing Notion's strong company culture.
• You will also collaborate closely with the Environment team to support Japan office-related events and initiatives. This cross-functional partnership will ensure that our physical workspace not only functions efficiently but also contributes positively to the employee experience and company culture.
• This role offers a unique opportunity to gain deep insights into the operational dynamics of a rapidly scaling tech company in the vibrant APAC market. You will be empowered to take initiative, drive improvements, and make a tangible impact on the success of Notion's leadership and regional operations.

🎯 Requirements

• Minimum of 3 years of experience in an Executive Operations or Executive Assistant role, preferably within a fast-growing startup or a multinational technology company.
• Exceptional organizational skills and a meticulous attention to detail, with the ability to remain calm and think critically under pressure, transforming chaotic situations into structured processes.
• Demonstrated ability to anticipate the needs of executives, effectively multitask across various responsibilities, and prioritize operational tasks based on strategic importance and urgency.
• Strong communication skills in both English and Japanese, enabling clear articulation of leadership priorities and effective collaboration with local, regional, and global stakeholders.
• Proven experience in event planning, including organizing large-scale internal events and multi-day offsites for smaller groups.
• High emotional intelligence (EQ) with a proven ability to build rapport and strong working relationships with individuals at all levels of an organization.
• Demonstrated discretion and a proven ability to maintain complete confidentiality regarding sensitive business matters.
• An approachable, friendly, optimistic, and humble attitude, contributing positively to team dynamics.

🏖️ Benefits

• Opportunity to work with a leading productivity software company at the forefront of innovation.
• Be a key player in supporting the growth and operational excellence of Notion in the dynamic APAC and Japan markets.
• Collaborative and inclusive work environment that values diverse perspectives and encourages continuous learning.
• Competitive salary and benefits package.
• Designated in-office workdays (Mondays, Tuesdays, Thursdays) to foster in-person collaboration and team connection, with flexibility for remote work on other days.

Skills & Technologies

Onsite

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Notion Labs, Inc.

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About Notion Labs, Inc.

Notion Labs, Inc. develops a unified workspace platform that combines documents, databases, kanban boards, calendars, and wikis. Headquartered in San Francisco, the company offers collaborative tools for teams and individuals to plan, write, organize, and share knowledge. The software integrates with third-party services and supports real-time editing, templates, and permissions management. Founded in 2013, it serves global users across education, technology, and enterprise sectors, aiming to replace fragmented productivity apps with a single, modular environment.

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