Project & Administration Assistant(m/w/d)

Project & Administration Assistant (m/w/d)

The Japan External Trade Organization (JETRO) is a government-related organization under Japan’s Ministry of Economy, Trade and Industry (METI) that works to promote mutual trade and investment between Japan and overseas. Its primary missions are to promote foreign direct investment into Japan and to support Japanese small to medium-sized firms maximize their global export potential.

Under the Director’s supervision, the Project & Administration Assistant will primarily perform the following tasks to support Japanese companies entering the German and European markets and making direct investment.

1. Responding to inquiries from Japanese companies planning to enter or invest in Germany and Europe, and assigning tasks to external service providers (contractors).
   • Considering how to respond to research requests from Japanese companies – such as requests for information on trade, investment and markets and regulation in Germany and Europe, listing of potential business partners – and making requests to contractors. After receiving their responses, check that the deliverables meet the request and forward them to our office in Japan. Translation between Japanese and English is sometimes required.
   • For simple research requests, conduct basic research through online sources and prepare a brief report internally.
   • Manage deadlines for requested projects, prepare monthly project reports, and assist with matters related to consignment expenses.
2. Participation in meetings, taking minutes and follow-up.
   • Attend meetings with Japanese companies when necessary and take minutes. In addition, make necessary coordination, such as responding to inquiries by e‑mail, telephone, etc.
3. Event and Seminar organization.
   • Provide assistance with management and operation of various events where Japanese companies participate or give presentations.
4. Assistance with various activities that support Japanese SMEs, including startups, in exploring the European market.
5. Provide support for website updates and other administrative tasks at JETRO’s Dusseldorf office.
6. Handle visitors, make and receive phone calls, prepare other necessary documents, and perform related duties.

Qualifications

• Valid work and residence permit in Germany.
• Business‑level Japanese and English (both written and spoken).
• Business‑level German (preferred but not mandatory).
• Proactive attitude toward learning about politics, economics, and new technologies.
• Intercultural communication skills.
• High level of motivation and a proactive working attitude.
• Strong problem‑solving skills.
• Teamwork skills and the ability to collaborate effectively with colleagues.
• Proficiency in MS Office (Word, Excel, and PowerPoint), including the ability to use Excel functions and pivot tables.

Working Hours

From Monday to Friday, 7.75 hours (7 hours 45 minutes) per day. Overtime is not expected, though up to one hour per day may occur during busy periods. The position may require business travel within Europe.