General Administration Assistant

We are an American luxury lifestyle brand, founded in 2004. Anchored in the casual elegance of American sportswear, Tory’s design philosophy is defined by effortless silhouettes, innovative materials, eclectic juxtapositions of color, and the tension of past and present. The collections include ready-to-wear, handbags, footwear, accessories, jewelry, home and beauty.

Empowering women is the company’s guiding principle, expressed through Tory’s collections and reflected in the company culture as well as the work of the Tory Burch Foundation. Established in 2009, the Foundation provides women entrepreneurs in the United States with capital, education and community.

You are seeking a work environment where people are encouraged to dream, explore, discover and, as important, laugh together. If you’re prepared to work hard, create impact, and have fun while doing it, we would love to have you join #TeamTory. Apply today!

Life @ToryBurch is Special Because:

When you join us, you’re joining a global, purpose-led company on an exciting growth journey with an amazing culture and great benefits.

Our culture is welcoming and inclusive -- everyone is empowered to make a difference.
We have the best team in the world and believe in paying competitively and rewarding for high performance.
Your overall well-being is important to us; we offer generous benefits to help you take care of your mental and physical health, create financial security, and achieve wellness in all areas of your life.
We love seeing our employees wear our beautiful collections. You’ll receive a generous employee discount and access to exclusive sample sales.
We are invested in your professional growth – you’ll have access to free executive coaching on-demand.

This Role is Tailor-Made for You Because:

A Day in the Life:

JOB SUMMARY

The General Administration Assistant plays an important role, supporting and ensuring smooth running of the daily general office administrative and clerical support, an excellent problem solver when various challenges arise and find creative solutions for the operation of the Tokyo Office.

KEY RESPONSIBILITIES:

Office Management / Corporate Service

Liaise with property management office on office facilities and maintenance requests, ensuring a well-maintained and organized workspace

Office supplies management-order and refill office supplies, stationeries, business cards, pantry supplies, and watering plants etc., creating a seamless experience for employees

Efficiently handle postal item and parcels management, sort and deliver them to appropriate individual; courier delivery coordination

Administer company seals and oversee the administrative process, maintain company seal and document management, ensuring a safekeeping and accessibility of critical documents

Create and update records and databases with relevant stakeholders, and other data, including updating seating charts, etc.

Maintain Outlook Contact Lists - input business contact and filing

Submit reports and prepare proposals and presentations as needed

Purchasing and Payment

When the office requires new supplies or equipment, research, negotiate and purchase the most suitable products

Process monthly payment administration for company expenses, including office cleaning and beverage supplies

Vendor Registration for newly engaged vendors

Travel & Entertainment (T&E) Reimbursement – tracking, creating and submitting expense report

Coordination and Communication

Act as a bridge between different departments and ensuring smooth communication as well. Keep everyone informed what’s happening in the organization

Handle transportation (cars/trains/flights) and hotel bookings, and overseas travel insurance application for office travelers, assisting visitors needs from overseas offices, including local logistics

Carry out outdoor duties as required (i.e. retrieving/delivery of documents to/from government departments, banks, and post office)

Provide support to special events and meetings held in/out the office and arrange catering when necessary

Assist in ad-hoc projects

Handling Visitors and Guests

Act as the primary point of contact for visitors and incoming phone calls, maintaining a professional and warmly welcoming impression of our organization - greet all who enter and assist them when necessary, serve drinks for guests and tidy up meeting rooms

Control the calendars for the meeting rooms. Assist with booking them or rearranging meetings when necessary

EDUCATION & PRIOR EXPERIENCE NEEDED

3 + years’ relevant experience in office administrative

A positive and can-do attitude, adapt to change easily and effectively

Attention to details

Ability to multi-task and collaborate with a variety of individuals at all levels

Communicates in clear & concise manner

Proficiency in MS Word, Excel, Outlook, Power Point, and SAP Concur

To be onsite on a daily basis (excluded from WFH policy)

Japanese-Native Level/ English-Fluent

DESIRED ATTRIBUTES

Adaptable – Change before you have to

Changes course easily – Knows when to be patient and when to push – Works well in the gray – Shows grace under pressure – Owns mistakes and learns from them – Balances multiple priorities

Entrepreneurial Spirit – Own it

Takes initiative, doesn’t wait for direction – Builds for the future – Takes personal ownership and accountability – Is resourceful in getting things done

Collaborative – No “I” in Tory

Is self-aware and open-minded – Integrates the perspectives of others – Is direct but respectful – Communicates cross functionally – Knows when to get people involved and when to make decisions – Takes an inclusive approach

Client & Brand Focus – Put yourself in Tory’s shoes

Passionate about the brand and the work – Creates a transformational client experience – Makes decisions in the best interest of the company and our customers – Focuses on internal and external customers

Live the Values – Being “Buddy”

Keeps the “Buddy Values” alive (Honesty, Kindness, Passion, Humility, Integrity, Compassion, Excellence and Humor) – It’s not just what you do, but how you do it – Contributes to a positive and productive environment

Functional Expertise – Know Your Stuff

Has the skills necessary to perform the job – Keeps current on trends, skills, and practices – Puts learning into practice

FOR PEOPLE MANAGERS: Team Builder – It’s all about “We”

Sets team goals and roles – Develops, motivates and empowers – Delivers constructive and encouraging feedback – Holds people accountable for results – Recognizes high performance

FOR PEOPLE MANAGERS: Change Leader – Change is the essence of life

Challenges the current point of view – Puts changes in context for the team – Executes changes that impact the business – Is proactive and positive – Listens to and keeps the team up to speed

BRAND VALUES

From the beginning, Tory was intent on fostering a company culture based on kindness, respect and excellence. The “Buddy Values,” named after her father, Buddy Robinson, are our guiding principles.

To Land This Role:

Why You'll Want to Join Our Team:

How We Work Together