Project Associate, Japan Desk - Cambridge, MA

CIC is seeking a proactive and detail-oriented individual to join our Japan Desk team as a Project Associate. This person will support the growing Japan Desk initiative, aimed at helping Japanese startups explore opportunities for Boston expansion and help Japanese corporations establish their local presence and connections in the Boston/Cambridge ecosystem. In addition to event management responsibilities, this role will support Program and Project Managers in various aspects of project execution.

ABOUT THE JAPAN DESK  CIC’s mission is to fix the world’s problems through innovation ecosystems, and we believe a way to do this is by building connections between innovation ecosystems of different nations. CIC has chosen to focus on the particularly high-potential opportunity of deepening relations between Japanese and American innovators, given the size of both countries' economies as well as the significant cultural and language barriers that exist between them.

Accordingly, in 2016, CIC inaugurated the Japan Desk. The Japan Desk is CIC’s Boston-based touchpoint for Japanese and Japan-adjacent companies. In partnership with the Japan External Trade Organization (JETRO) and the Consulate General of Japan to Boston, among others, we support the work of Japanese CIC clients in the Greater Boston Area. This support includes making introductions to key players in the Boston innovation ecosystem, running Japan-focused connection and networking events, giving Japanese-language tours, and providing briefing services for companies seeking to establish a presence in Massachusetts.

YOUR DAY-TO-DAY WORK As Project Associate, you will focus on managing events (including various types of tours we conduct) as part of the Japan Desk's projects and programs. You will also support the Program and Project Managers in various aspects of project execution.

Assisting Program and Project Managers: • Support Program and Project Managers in project planning and execution, including scheduling meetings, preparing agendas, and documenting meeting minutes. • Assist in research tasks, data collection, and analysis to support project objectives. • Contribute to the development of project plans, presentations, and reports. • Help maintain project documentation and files, ensuring information is organized and easily accessible.

Event Planning and Coordination: • Collaborate with the Program or Project Manager to conceptualize event ideas, themes, and objectives. • Plan and organize all logistical aspects of events, including venue selection, catering, transportation, and audio-visual requirements. • Coordinate with vendors, suppliers, and partners to ensure timely delivery of services and materials. • Develop and maintain event timelines and schedules to ensure all tasks are completed on time. • Oversee event setup and breakdown, including managing staff and volunteers. • Serve as the primary point of contact during events, addressing any issues or concerns.

Participant Management: • Handle participant registration, including managing RSVPs and attendee lists. • Provide excellent customer service to participants, addressing inquiries and providing necessary information before, during, and after events. • Coordinate participant accommodations and special requests as needed.

Communication and Promotion: • Assist in developing event marketing materials, such as invitations, flyers, and promotional emails. • Utilize various communication channels to promote events and increase attendance. • Coordinate with the marketing team to ensure consistent messaging across all promotional materials.

Post-Event Evaluation and Reporting: • Collect feedback from participants and stakeholders to evaluate event success and identify areas for improvement. • Prepare post-event reports summarizing key metrics, feedback, and lessons learned. • Assist in the analysis of event data to inform future event planning and decision-making.

Work Schedule:  • The Japan Desk team works on a hybrid schedule, with three-in office days per week (typically Tuesday-Thursday) and two days when you are welcome to work remotely. • Given that many of our stakeholders and counterparts are located in Japan, you may be asked to adjust your working hours as needed.

ABOUT YOU As a vital team member, you will contribute to the success of our initiatives through your organizational skills, attention to detail, and ability to multitask effectively.

The ideal candidate will possess the following characteristics: • Genuine passion for supporting Japanese early-stage companies and other players in the innovation ecosystem. You are excited to foster innovation and contribute to the success of emerging companies. • Comfortable with ambiguity and able to thrive in a fast-paced, dynamic environment. You are flexible and able to pivot when necessary to meet the needs of the startups and the program. • Team player attitude – personable, happy to help others, and naturally drawn to a busy, continually changing environment. • Self-starter. You are comfortable setting and working towards ambitious goals, and you know when to make decisions and when to escalate. • Strong presentation and public speaking skills for program promotion and events. • Experience in delivering events and programs that support the growth and development of early-stage startups. • Strong task management skills to ensure the smooth operation of the accelerator program. You are detail-oriented without losing the big picture and efficiency. • Ability to identify challenges faced by the project team and/or stakeholders and provide creative solutions. • Resourceful in connecting startups with relevant resources, expertise, and opportunities. • Stay updated on industry trends, emerging technologies, and market dynamics.

YOU HAVE • Bachelor's degree in hospitality, business administration, marketing, event management, or a related field, or equivalent experience. • At least 2 years of professional experience in program or event planning and coordination. • Excellent organizational and time management skills, with the ability to manage multiple tasks simultaneously. • Strong communication and interpersonal skills, with the ability to build and maintain strong and cooperative relationships with diverse stakeholders. • Detail-oriented with a focus on delivering high-quality events and exceptional customer service. • Proficiency in G Suite/Microsoft Office suite and other relevant event/project management business software. • Business-level fluency in Japanese and English languages (Level 2 or above, both oral and written). • Willingness to travel as needed.

If you don't meet all the requirements or qualifications but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.

OUR OFFER • Starting compensation is commensurate with experience. • 100% company-paid premium healthcare and dental benefits. • 100% company-paid long- and short-term disability, and life insurance. • 401k (must be 21+). • 23 days of PTO accrued annually (more with seniority), plus thirteen paid holidays from the start.