Event Coordinator - Tokyo, Japan
Tokyo, JP
CIC Offices – Events /
Full-time /
On-site
Join us as an Events Coordinator and play a key role in supporting events that bring companies together, unite innovators, and the community. In this essential role, you'll help execute events that foster connections for companies large and small, as well as creatively engage the innovation ecosystem to drive energy to CIC’s spaces. CIC is on the lookout for a friendly and organized individual for this exciting, full-time role, ideal for someone passionate about bringing people together. Does it sound like you?
ABOUT CIC & CIC TOKYO
CIC builds and operates a global network of innovation campuses where startups, scale-ups, corporations and public entities connect, work, and grow. Founded in 1999, CIC manages more than 111.000 square meters of innovation-focused workspace, laboratories, and event space across North America, Europe and Asia. Additionally, CIC develops innovation-related programming, builds and enables industry clusters, and provides world-class innovation consulting.
CIC Tokyo is our first site located in Asia. Opened in October 2020 in one of the business districts of Minato-ku, CIC Tokyo is a one-of-a-kind innovation-oriented center in Japan with a total area of about 6,000 square meters on the 15th and 16th floors of the Toranomon Hills Business Tower. We provide a vast workspace with the capacity to house more than 250 companies. CIC Tokyo is centered on companies that aim to grow, and communities and services that are looking to accelerate their business growth and global expansion. Because of its influence in startup and innovation scenery, CIC Tokyo has frequent visits of VIPs such as Prime Minister Kishida, Governor Koike, and other business leaders in Japan. It is now recognized as a prestigious center of new businesses and startups by business leaders throughout the country.
YOUR DAY-TO-DAY WORK
Events are crucial for community engagement, offering connections and insights through industry-specific gatherings, startup workshops, and diversity initiatives at CIC. You will work closely with the CIC Tokyo General Manager and collaborate with Concierge, Operations, and Sales teams.
Potential responsibilities will include:
• Coordinating event details from vetting requests to execution, adhering to policies and communicating clearly under tight deadlines. Use coordination tools like Tripleseat, Google Apps, and streaming platforms to support a well organized workflow.
• Providing support and troubleshooting for event hosts and attendees, acting as a proactive ambassador during events.
• Overseeing AV equipment setup and operation, arranging furniture, and ensuring event spaces are reset and well-stocked.
• Building relationships with multiple stakeholders, including the CIC team and clients, and staying updated on industry trends.
• Coordinating with building contacts to keep event areas secure and tidy.
• Taking responsibility for invoicing and all other admin tasks to manage the whole PDCA of Events.
• Adapting to various needs and roles as dictated by the worksite, community, and Events leadership, aiming to improve client experiences.
ABOUT YOU
As an Events Coordinator, you are inherently service-oriented, energetic, and adept at juggling multiple tasks with grace. Your exceptional organizational skills and ability to communicate clearly make you a natural at coordinating events and building relationships. You thrive under pressure, adapting seamlessly to changes, and always ready to think on your feet. Passionate about the power of events to connect and inspire, you're eager to bring your creativity and problem-solving skills to enhance our community's engagement.
YOU HAVE
• Ideally at least 1-2 years of professional events experience.
• Availability to work as early as 8:00 am and as late as 9:00 pm. Shifts will be 8-hours long and are set three or more weeks in advance. Your flexibility is required as the schedule may be adjusted with advanced notice based on clients' needs.
• Availability for and willingness to work on some weekends.
• Fluency in Japanese and strong English proficiency.
• Ability to legally work in Japan. CIC is unable to sponsor visas for this role at this time.
Expectations include:
• Work hours at CIC Tokyo involve flexibility due to our dynamic events, occurring from 8:00 am to 9:00 pm, Monday to Friday. Event Coordinators work 8-hour shifts within these hours, with shift times varying. Expect to support a weekend event roughly once a month.
• Physical activities on the job require frequent use of hands, good vision, and involve hosting events, moving and setting up AV equipment, tables, and chairs. It also includes significant computer work, navigating through various documents and platforms.
OUR OFFER
• Competitive salary, commensurate with experience.
• Permanent contract.
• Commuting / Transportation allowance.
• Massage session once a month.
• Allocated budget for training (customized to specific requirements of the role and organization's objectives).
Please submit your application in English. Thank you!
CIC welcomes all candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status or disability. We are proud to be an equal opportunity employer.
