{"id":2969805,"url":"https://alion.io/job/ifs-executive-assistant-office-manager","title":"Executive Assistant & Office Manager","company":{"id":4263,"name":"IFS","domain":"ifs.com","url":"https://alion.io/company/ifs","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SmartRecruiters","truth_index":{"grade":"B","score":76,"open_postings":35,"ghost_share":0,"stale_share":0.971,"repost_share":0,"time_to_fill_p50_days":39,"computed_at":"2026-10-28T05:59:10Z"}},"role":"Administrative","role_family":"Administrative","seniority":"senior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Tokyo, Japan"],"countries":["JP"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":23000,"max_usd":54000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":2376},"experience_years_min":5,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-20T00:41:11Z","employer_posted_date":"2026-10-20","last_verified_at":"2026-10-28T20:08:20Z","board_verified":true,"closed_at":null,"days_open":8,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":8},"description":"IFS is a billion-dollar revenue company with 5000+ employees on all continents. We deliver award winning enterprise software solutions through the use of embedded digital innovation and a single cloud-based platform to help businesses be their best when it really matters-at the Moment of Service™. At IFS, we're flexible, we're innovative, and we're focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society's greatest challenges, fostering a better future through our agility, collaboration, and trust. We celebrate diversity and accept that there are so many different perspectives in this world. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view. By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world. We're looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. If you want to change the status quo, we'll help you make your moment. Join Team Purple. Join IFS.\n Position Summary\nThe Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to senior leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will serve as a trusted partner to executives and act as a key point of coordination for employees, visitors, vendors, and external stakeholders.\nKey Responsibilities\nExecutive Support\nManage complex executive calendars, appointments, and scheduling across multiple time zones.\nCoordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.\nPrepare meeting agendas, presentation materials, reports, and briefing documents.\nOrganize leadership meetings, town halls, business reviews, and executive events.\nRecord meeting notes, track action items, and follow up on deliverables when required.\nScreen and prioritize communications, ensuring timely responses and appropriate escalation.\nHandle confidential and sensitive information with the highest degree of professionalism and discretion.\nSupport expense reporting, purchase requests, budget tracking, and administrative processes.\nOffice Management\nOversee daily office operations to ensure a productive, safe, and professional work environment.\nManage office facilities, equipment, supplies, and vendor relationships.\nCoordinate office maintenance, repairs, and workplace services.\nServe as the primary contact for building management, contractors, and service providers.\nSupport workplace health, safety, and compliance requirements.\nManage visitor registration, reception processes, and office access controls.\nPlan and coordinate employee engagement activities, team events, celebrations, and office programs.\nMonitor office-related budgets and expenditures and identify opportunities for cost optimization.\nAdministrative & Operational Support\nCoordinate onboarding and offboarding activities in partnership with Human Resources and IT teams.\nManage procurement activities, including purchasing office supplies and services.\nMaintain office records, inventories, and administrative documentation.\nSupport internal communications and organizational announcements.\nAssist with project coordination and special initiatives as assigned.\nFoster a positive workplace culture and employee experience.\n Bachelor's degree or equivalent work experience.\n5+ years of experience in Executive Assistant, Office Manager, Administrative Manager, or related roles.\nStrong proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.\nExcellent verbal and written communication skills in English.\nStrong organizational and project management skills.\nAbility to prioritize competing demands and meet deadlines under pressure.\nHigh level of discretion and ability to manage confidential information.\nStrong interpersonal and stakeholder management skills.\nExperience working in a multinational and matrixed organization is preferred.\n Key Competencies\nExecutive Presence\nProfessional Judgment\nDiscretion and Confidentiality\nAttention to Detail\nProblem Solving\nCommunication Skills\nStakeholder Management\nTime Management\nAdaptability and Flexibility\nCustomer Service Orientation","description_format":"text","description_chars":4801,"description_truncated":false,"requirements":{"experience_years_min":5,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["ERP & Business Management Software","Field Service Management Software","Manufacturing & Industrial Software"],"lifecycle":[{"event":"open","at":"2026-10-21T01:45:07Z"}],"visa":[],"liveness":{"score":63,"band":"ok","label":"Likely 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