Archive Admin Assistant

Tokyo, Japan

Contract type: Temporary
Department: Archive
Posted: 2021-03-29

Job Description

During the operations of the Tokyo 2020 Olympic Games, the Archive Administrative Assistant will be responsible for performing administrative activities supporting the Archive Managers and an international Team of junior and experienced professionals with the primary objective of helping the Archive Department to perform at its best.

Job Responsibilities

  • Ensure all team members receive the latest updated information regarding schedules and work shifts.
  • Ensure all information and updates affecting archive operations are properly distributed internally.
  • Update documentation and archive databases.
  • Track issues that might affect the team efficiency and follow up appropriately.
  • Keeping up to date timesheet documentation and track attendance of personnel in the team.
  • Keeping up to date records of access passes, fobs and other access devices.
  • Oversee ordering and maintenance of office supplies.
  • Inventory control.
  • Providing basic feedback to various requests from the games time personnel in the team.
  • Distribute documentation and manuals.
  • Organize meetings.
  • Other tasks might be requested to be performed according to the operational needs.
  • Job Qualifications


  • Administrative experience preferably acquired in the broadcast industry.
  • Advanced user of MS Office (Word, Excel, PowerPoint, Outlook, Sharepoint).
  • Fluent in English and in Japanese.
  • Strong interpersonal and verbal communication skills in order to deal effectively with internal and external contacts at all levels.
  • Ability to work effectively in a team-oriented environment.
  • Able to work under tight deadlines and to multitask.
  • Organizational skills and ability to prioritize and coordinate work distribution.
  • Supportive, proactive, openminded to new challenges, flexible and problem-solving oriented.
  • Attention to details.
  • Work & Environment

  • Fast-paced work environment.
  • This is a freelance position based in Tokyo, Japan, starting on May 7th 2021 until September 9th 2021.
  • Subject to national/international criminal background checks.
  • How To Apply

    To apply for this role, please do so following this link.

    We thank all applicants for their interest, however, only those selected for interviews will be contacted.

    Please be informed that the controller of your personal data will be Olympic Channel Services, S.L. (hereinafter, OCS) with trade register No. B87320867, and a registered address in Calle Torrelaguna 75, 28027 Madrid. Your personal data will be processed in order to evaluate your application among other things (purpose no. 5 detailed in our privacy policy below linked), being the legal basis for it your consent by freely submitting your application. You may exercise your rights of access to, rectification, erasure, restriction, objection to processing and portability of your personal data at any given moment, and to the extent established by the applicable legislation.

    For further information regarding the purposes of the processing or your rights please consult or privacy policy here. In this case the personal information provided will be processed to fulfil purpose no. 5 detailed in the following privacy policy: