THE OPPORTUNITY
** is seeking a Senior Administrative Assistant to provide support to a small group of executive leaders in our Japan office. Â
The Senior Administrative Assistant will directly support senior leaders within Japan office with regular connectivity to our C-Suite and parent company ** and assist in managing complex schedules, scheduling domestic and international travel, submitting expense reports, etc.
Demonstrating strong communication and organizational skills, the successful Senior Administrative Assistant must be able to manage multiple responsibilities in a fast-paced and demanding environment and competently take on diverse responsibilities across all activities performed within the company.
Teamwork, multi-tasking, professionalism and flexibility are all very important. Experience supporting senior leadership (MD / partner level) at a large investment bank, asset management firm or within the financial services industry is highly preferred.
The essential duties and responsibilities include:Â
- Provide white glove, executive level administrative support to 3 senior *** leaders including scheduling meetings, coordinating calendars, handling complex and ad hoc requests and arranging travel
- Coordinate efficiently across the organization and with fellow administrative assistants to support managing directors’ needs
- Provide professional and timely support and assistance in the preparation of general correspondence, presentations, and reports
- Perform general office management duties, such as ordering supplies and keeping shared spaces in good working order (conference rooms, reception, etc).
- Coordinate visitors to office (including other *** staff, clients, consultants, auditors and regulators.)
- Arrange catering, Audio/Visual requirements, and other in person and Zoom set-up for meetings (may include external or internal parties)
- Process invoices for payment; research and resolve issues/problems with payments.
- Assist with onboarding and integrating vendors
- Maintain relationships with building management, technology support team, and other external support organizations / vendors.
- Answering multi-line phone and ensuring messages are delivered for leaders supported
- Manage office facilities to include moves and changes.
- Assisting with special projects and performing other duties and functions as requested.
Requirements:
Skills Required of the Candidate
- Fluency in spoken and written Japanese and EnglishÂ
- Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel)
Education Background & Communication Skills
- Bachelor’s/University degree
- Those who have experience in any of the following:
- Supporting multiple professionals (front office) at the same time in an environment where stakeholders with diverse relationships exist.
- Supporting multiple professionals (experienced in supporting front office at the same time) in highly specialized industries such as investment companies, investment banks, consulting firms, general trading companies, etc.
- Front or middle office work at multinational companies (Japanese / foreign-affiliated, regardless of industry) and who are aiming for back office and support work in the future
- Demonstrated proficiency with Microsoft Office Suite (Word, Excel); strong Microsoft Outlook and Power Point skills
- Excellent communication and interpersonal skills
- Ability to multi-task and handle multiple responsibilities
- Motivation to work in a team oriented and fast-paced environment
- Ability to work well with a group of other admins, including the ability to develop new processes and approaches as needed to support the office
- Eagerness to learn and solid work ethic
- Ability to remain calm under stress