Fixed-Term Program Coordinator / Executive Assistant - Japan Policy and Government Affairs Support

Role Overview
OpenAI is seeking a highly organized and proactive fixed-term contractor to support a senior member leading policy, government affairs, and strategic public-sector engagement in Japan. This role will provide operational, administrative, coordination, and materials support to help advance engagement with government agencies, regulators, lawmakers, industry associations, external experts, and internal stakeholders.

Key responsibilities include meeting coordination, support for executive visits to Japan, tracking policy-related projects, managing external stakeholder communications, supporting contract and vendor processes, organizing and translating Japanese and English materials, and tracking follow-up actions. The ideal candidate is comfortable working in a fast-moving environment, handling confidential information with discretion, and managing multiple priorities accurately and proactively.

Key Responsibilities
Policy and Government Affairs Support

• Coordinate meetings and communications with government agencies, regulators, lawmakers’ offices, industry associations, and external experts.

• Support preparation of agendas, briefing materials, meeting notes, and follow-up items for policy-related meetings.

• Track workstreams related to key Japan policy priorities, such as AI policy, cybersecurity, copyright, youth safety, and public-sector adoption.

• Maintain trackers for stakeholders, meetings, issues, next steps, and action items.

Executive Visit and Senior Engagement Support

• Coordinate schedules, meetings, travel logistics, venues, interpretation, and materials for executive and senior leadership visits to Japan.

• Support preparation of briefing materials, meeting memos, and Q&A for high-level meetings with government, industry, and expert stakeholders.

• Manage post-visit follow-ups, stakeholder outreach, next-meeting scheduling, and action-item tracking.

Program and Project Management

• Support Japan policy campaigns, government briefings, workshops, roundtables, and other external engagements.

• Coordinate with internal teams including Legal, Communications, Security, Product, GTM, Finance, and Procurement.

• Track project timelines, deliverables, approvals, risks, dependencies, and next steps.

• Support administrative processes related to contracts, purchase orders, invoices, and vendor management.

Communications and Materials Support

• Draft, translate, and organize emails, meeting invitations, briefing materials, meeting notes, and internal updates in Japanese and English.

• Support drafting of external-facing language and internal briefing documents.

• Organize policy and government affairs information in a clear format for internal stakeholders.

• Handle sensitive and confidential information with discretion and share information only with appropriate stakeholders.

Qualifications

• 4+ years of experience as an Executive Assistant, Program Coordinator, Policy Assistant, Government Affairs support professional, Operations Coordinator, or similar role.

• Experience coordinating meetings and projects across multiple stakeholders.

• Strong written and verbal communication skills in Japanese and English.

• High degree of professionalism, discretion, and sound judgment when handling confidential information.

• Excellent attention to detail, organization, and follow-through.

• Proficiency with Google Workspace, Slack, Zoom, Microsoft Office, and common collaboration tools.

Preferred Qualifications

• Experience working in government, public policy, regulatory affairs, technology, consulting, or a law firm environment.

• Experience preparing policy materials, briefing memos, meeting notes, or Q&A documents.

• Experience supporting executive visits, senior stakeholder meetings, or high-level external engagements.

• Interest in AI, digital policy, cybersecurity, privacy, copyright, or related technology policy issues.
  

Success in This Role
The successful candidate will be a highly dependable partner who helps ensure that important policy and government affairs work in Japan moves forward smoothly. By keeping meetings, materials, follow-ups, internal coordination, external communications, and operational processes organized, this person will enable the senior leader to focus on strategic decision-making and high-priority external engagement.