Office Administration Manager at AI Robot Association

Tokyo, , Japan -

Full Time

Start Date

Immediate

Expiry Date

05 Mar, 26

Salary

0.0

Posted On

05 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

General Affairs, HR, Corporate Administration, Governance, Compliance, Stakeholder Coordination, Operational Framework, Information Management, Project Management, AI, Robotics, Deep Learning, Membership Management Systems, SaaS Tools, English Proficiency, Japanese Proficiency

Industry

technology;Information and Internet

Description

Position Overview As the General Affairs Manager at the AI Robotics Association (AIRoA), you will take the lead in building the operational foundation of the organization. Your main responsibilities will include supporting the operation of the Board of Directors and committees, coordinating with member companies, developing internal regulations and governance frameworks, managing budgets and contracts as part of the secretariat, and planning and running a wide range of back-office operations such as office and information management. In addition, you will oversee secretariat functions related to communications, including newsletters and event operations. By designing and implementing the “systems” that support AIRoA, we expect you to elevate the overall quality of operations for an association that is in a growth phase and aspires to become part of the social infrastructure for AI and robotics. 【What Makes the “Office Administration Manager” Role at AIRoA Unique】 As the “operations professional” of an association that brings together major corporations, AI startups, and leading researchers, you will play a central role in enabling collaboration across industry, academia, and government. Working close to the core of decision-making, you will be able to design how the organization operates by shaping governance structures, running formal meetings and committees, and establishing rules and processes. Through your work, you will directly experience how the systems you have put in place accelerate the development and social implementation of robotic foundation models and contribute to solving societal challenges. 【The Appeal of Taking On This Challenge at AIRoA, Just as We Are Getting Started】 AIRoA is still in its launch phase. Rather than simply following pre-existing procedures, the General Affairs Manager is expected to “design from scratch and implement the systems that are truly appropriate for this association.” You will have the opportunity to take full ownership, in a short period of time, of building rules and operations, selecting tools, and creating frameworks for member communications and information sharing. This role offers a rare combination of speed, a highly impactful public mission, and the dynamism of working with top leaders from industry, academia, and government in the AI and robotics field. 【Other】 While remote work is possible, this role is primarily expected to be office-based. Most of our engineers and researchers also work on-site, conducting research and development directly in front of the robots. 【About AIRoA】 AIRoA was established in December 2024 with two core objectives: “to revolutionize the technology of robot development through the fusion of robots and AI” and “to promote the use of robots in society.” While AI is rapidly advancing worldwide, the shortage of data in robot development has become a critical issue. To address this challenge, we are running a national flagship project funded by NEDO (New Energy and Industrial Technology Development Organization), with an investment of over JPY 20 billion. ●Recruitment Background AIRoA was established with the mission of developing and releasing Japan-origin robotic foundation models through the fusion of robotics and AI, and accelerating their social implementation. The association began full-scale operations in 2025. As the number of member companies and projects continues to grow, there is an urgent need to enhance and stabilize secretariat functions such as board administration, contract and accounting operations, and information management. ●Future Mission To strengthen our organizational foundation for future growth, we are seeking a General Affairs Manager who can take the lead in building and scaling our internal operations. You will be responsible for establishing standard secretariat operations, including developing the operational framework for the Board of Directors and various committees, building internal regulations and governance structures, and systematizing information-sharing mechanisms for member companies. Over the medium to long term, we expect you to drive the advancement of the general affairs function in line with AIRoA’s overall operational strategy—this includes visualizing human and financial resources, and strengthening our risk management and compliance frameworks. Required Qualifications: 5+ years of hands-on experience in General Affairs, HR & General Affairs, or Corporate Administration (at a company or organization) Experience in one or more of the following: establishing internal rules and policies, designing approval/workflow processes, governance and/or compliance operations Proven track record of proactively coordinating and communicating with diverse stakeholders, both inside and outside the organization Mindset to actively drive “building from scratch” in a venture / early-stage environment Able to work with a high-level, organization-wide perspective, contributing beyond one’s own area of responsibility toward the overall goals of the association Preferred Qualifications: Experience in secretariat / administrative operations at a general incorporated association, industry association, or academic society Experience working across multiple back-office domains, such as general affairs, HR, labor, and accounting Strong interest in technologies such as AI, robotics, and deep learning Experience improving operations and managing projects using membership management systems and SaaS tools Business-level English proficiency, especially if you are interested in projects involving overseas companies and research institutions Language Skills Japanese (native level) English (business level or above) ●Our Office We currently operate out of a spacious office and research facility of over 1,000 m² located in the Ryutsu Center area. In this space, our business teams and engineering teams work in close collaboration, advancing both day-to-day operations and R&D with AI robots always close at hand. The facility is frequently visited not only by members of the AI Robot Association, but also by engineers and researchers from partner companies and representatives from member companies. As a result, it serves as a hub where diverse experts at the forefront of AI and robotics gather and interact. ●Your Colleagues Today, highly skilled engineers and researchers from around the world are part of our organization. Some members have even relocated from overseas to Japan to join our projects on site. We aim to build a globally open R&D organization where diverse talent, regardless of nationality or background, come together, inspire one another, and shape the future. People & Talent Development Programs ●HR and Talent Development Programs [Training Programs] On-the-Job Training (OJT) Training through participation in external conferences, including overseas events Compliance training Security training [Internal Programs] Performance reviews twice a year (every half year) In-house study sessions In-house library Support for external training programs [Benefits] Support for book purchases Subsidies for lunch and light snacks Free drinks Commuting allowance (up to JPY 50,000 per month) Monthly company-wide events (AIRoA Circle, social gatherings) Family Day AIRoA-branded shirts and other items provided

Responsibilities

The Office Administration Manager will lead the operational foundation of AIRoA, supporting the Board of Directors and managing back-office operations. This role includes developing internal regulations, managing budgets, and overseeing communications and event operations.