THE OPPORTUNITY
** is seeking a Senior Administrative Assistant to provide support to a small group of executive leaders in our Japan office.
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:
- 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 English
- 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
-
Tokyo AmdocsIn one sentence · Provide administrative and logistics to support management and employees, thereby enabling internal customers to focus on their core responsibilities · What will your job look like? · Support key leaders vital to the growth and sustainability of Amdocs that in ...
-
Tokyo MapletreeSenior Administrative Assistant, Property Management, Japan · Employment Type: Contract/Temporary Location: Japan The Role · This position will provide administrative support to the PM Team in theGroup. · Job Responsibilities · プロパティマネージャーの下で下記業務のサポート。(Mapletreeのシステムを使用) ...
-
Tokyo Netflix Full timeWe are seeking an experienced Administrative Assistant to provide support for the APAC DubbingTeam, with a primary focus on providing support to the APAC Dubbing Director, based in Tokyo. The role focuses on both coordination and administrative tasks. The successful candidate wil ...
-
Tokyo Starwood Capital GroupDescription · Job Description details: · Maintaining and managing calendars utilizing Microsoft Outlook; · Arranging all domestic and international travel for executives including flights, hotels, required travel visas, car rentals, and car services through the Amex travel desk; ...
-
Tokyo MapletreeSenior Administrative Assistant, Leasing and Lease Management,Japan · Employment Type: Contract/Temporary Location: Japan The Role · This position will manage and administer leases in a portfolio of properties. · Job Responsibilities · Responsible for management of lease ...
-
Tokyo MapletreeThe Role · This position will provide administrative support to the PM Team in theGroup. · Job Responsibilities · Support overall Property Management work include the bellows; · Invoice issuance related business · PM report creation work · Ordering work such as repair work (in-ho ...
-
Tokyo MapletreeThe Role · This position will provide administrative support to the Group. · Job Responsibilities · In charge of on-boarding and off-boarding matters such as getting the work space ready, issuing and collecting of access and staff passes, assigning telephone numbers, activating h ...
-
Tokyo MapletreeThe Role · This position will provide administrative support to the Group. · Job Responsibilities · Administrative role at Asset Management Division · Support of Asset Management Division regarding payment request to trust banks and accounting firms. · Preparation of payment requ ...
-
Tokyo MapletreeThe Role · This position will provide administrative support to the PM Team in theGroup. · Job Responsibilities · プロパティマネージャーの下で下記業務のサポート。(Mapletreeのシステムを使用) · ➢ 請求書発行関連業務 · ➢ 月次PMレポート作成補助業務 · ➢ 修繕工事等発注業務(注文書作成/発行等、社内事務手続き) · ➢ 費用支払申請関連業務 · ➢ 社内経費精算業務 · ➢ その他簡単な書類作成業務 · ➢ ファイリング( ...
-
Tokyo MapletreeThe Role · This position will manage and administer leases in a portfolio of properties. · Job Responsibilities · Responsible for management of leases which includes preparing and checking lease documents, checking and activation of contracts, preparing and maintaining tenancy sc ...
-
Tokyo THE BANK OF NEW YORK MELLON CORPORATIONBring your ideas. Make history. · BNY Mellon offers an exciting array of future-forward careers at the intersection of business, finance, and technology. We are one of the world's top asset management and banking firms that manages trillions of dollars in assets, custody and/or ...
-
Tokyo AbbottMAIN PURPOSE OF ROLE · • Responsible for providing administrative and secretarial services to the organisation. · • Includes producing documents, collecting, recording, sorting and filing information, handling mail, preparing routine reports, making travel arrangements, arrangin ...
-
Ginza MLA JAPAN Full timeRequirements · English: Fluent · Japanese: Fluent · Must currently reside in Japan · Description · *Administrative Assistant / Product Photographer · High-end watch company located in the heart of Ginza, Tokyo - is seeking a highly organized and proactive Assistant to provide ess ...
-
Minato City International SOSOverall Purpose Of The Job · The Senior Security Manager Assistance, North Asia, as a senior leader of a wider North Asia Medical and Security Assistance Services, plays as a key conduit in understanding clients' needs and drive excellence in client experience, in both crisis a ...
-
Chiyoda MUFG Full timeDo you want your voice heard and your actions to count? · Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), the 7th largest financial group in the world. Across the globe, we're 120,000 colleagues, striving to make a difference for every client, organization ...
-
Ginza MLA JAPAN Full timeRequirements · English: Fluent · Japanese: Fluent · Must currently reside in Japan · Description · Join Our Team as an Administrative Assistant / Product Photographer · Are you ready to embark on a dynamic career journey with a leading high-end watch company nestled in the vibran ...
-
Tokyo JP CareerHiring experienced Paralegal staff in Tokyo & Osaka · One of Japan's leading law and patent firms is looking to recruit experienced paralegal for legal documents. · Experiences in practical business related to Japanese laws and regulations are preferred. · experience reviewing a ...
-
Kanagawa-Ken General Dynamics Information TechnologySystems Administrator Senior · GDIT is seeking qualified candidates for Mission Training Complex Capabilities Support (MTCCS) program. At GDIT, people are our greatest asset. As a Systems Administrator Senior at Sagami Japan Mission Training Complex (MTC), you'll be at the forefr ...
-
Taito EIRE Systems K.K.EIRE Systems provides onsite professional IT Services to a major global foods brands company in Tokyo, and we're looking to hire an Administrative Assistant to support the internal IT Service Desk. The position works onsite at the client's offices in the Taito-ku area. · The purp ...
-
Tokyo The International Air Transport Association PermanentEmployment Type: Permanent · Contract Duration: · At IATA, we speak for the airlines of theworld, serving and supporting over 300 of them across all continents. Weare passionate and knowledgeable about the aviation industry, and we strive tomake it safer, smarter, more sustainab ...
