Overview

OVERVIEW

The Program Associate for the Business & Policy Forum reports to the Program Officer of Business & Policy and works closely with the Director of Corporate Partnerships to manage key logistical and administrative aspects of the department. This individual will edit program materials, assist in program execution, conduct research, support outreach activities, and interact with leaders and distinguished speakers from the academic and business communities, as well as Japan Society’s corporate members.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Business & Policy Forum & Women’s Initiative Events

  • Provide English-to-Japanese translation of various documents as needed.
  • Assist in developing and implementing timely and relevant public and private events for the business and policy communities.
  • Coordinate with building staff and vendors for live events.
  • Liaise with collaborating organizations on program content and logistics.
  • Partner with the Media & Marketing team on media outreach and online presence, including website updates.
  • Handle program registrations, payments, and refunds.
  • Create program materials, such as guest lists, name badges, and handouts.
  • Track attendance and analyze participant data to create post-event reports.
  • Foster and strengthen professional networks to support departmental goals.
  • Facilitate travel and logistics for speakers, including hotel, A/V, and translations.
  • Coordinate with the Development team to maintain and update constituent records in the fundraising database.
  • Organize and maintain files on programs, speakers, and institutional information.
  • Prepare expense and statistical reports and handle other administrative duties.
  • Train and supervise interns, when necessary.

Exclusive Corporate Engagement

  • Support all aspects of planning, developing, and managing major private events with corporate constituents.
  • Coordinate with Corporate Development, Operations, and Media & Marketing for the successful execution of events.
  • Stay current on the latest corporate news, trends, and changes relevant to the U.S.-Japan relationship.
  • Assist with preparing agendas and presentation content for internal and external meetings.
  • Coordinate email invitations for private events, including managing invitee lists and responding to inquiries.
  • Oversee the collection of RSVPs, providing regular updates to stakeholders.
  • Provide excellent customer service to speakers and invitees through all phases of event planning and execution.
  • Provide onsite support for in-person events and technical support for virtual events.
  • Support post-event activities, including drafting thank-you letters and distributing materials.
  • Assist with the financial reconciliation of events in partnership with the finance department.
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