The Opportunity

We are seeking a Senior Administrative Assistant to provide support to a small group of executive leaders in our Japan office.

This role will involve directly supporting senior leaders within the Japan office with regular connectivity to our C-Suite and parent company, as well as assisting in managing complex schedules, scheduling domestic and international travel, submitting expense reports, etc.

The successful candidate must be able to demonstrate strong communication and organizational skills, manage multiple responsibilities in a fast-paced and demanding environment, and competently take on diverse responsibilities across all activities performed within the company.

Key requirements include:

• Providing white glove, executive level administrative support to 3 senior leaders, including scheduling meetings, coordinating calendars, handling complex and ad hoc requests, and arranging travel
• Cordinating efficiently across the organization and with fellow administrative assistants to support managing directors' needs
• Providing professional and timely support and assistance in the preparation of general correspondence, presentations, and reports
• Performing general office management duties, such as ordering supplies and keeping shared spaces in good working order (conference rooms, reception, etc)
• Coordinating visitors to the office (including other staff, clients, consultants, auditors, and regulators)
• Arranging catering, Audio/Visual requirements, and other in-person and Zoom set-up for meetings (may include external or internal parties)
• Processing invoices for payment; researching and resolving issues/problems with payments
• Assisting with onboarding and integrating vendors
• Maintaining 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
• Managing office facilities, including moves and changes
• Assisting with special projects and performing other duties and functions as requested

Requirements:

Skill Requirements:

• Fluency in spoken and written Japanese and English
• Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel)

Education Background & Communication Skills:

• Bachelor's/University degree
• Experience in supporting multiple professionals (front office) at the same time in an environment where stakeholders with diverse relationships exist
• Experience 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 PowerPoint 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