Administrative Assistant for a Japanese major bank [NY 18239] (3594 views)

NYC, North East

A Japanese major bank is looking for an administrative assistant.

Key Responsibilities:
• Support activities of Strategic Planning Group (75%)
o Data input into excel spread sheets or database
o Preparation and submission of internal monthly and quarterly reports
o Creating presentation materials

• Secretary of General Manager/Deputy Head of Americas Department (25%)
o Distribute any mail or newspapers that are delivered
o Keep office supplies stocked
o Schedule travel arrangements and create expense reports in Concur
o Schedule calendar meetings in Lotus Notes
o Process invoices
o Submit access requests for new or existing employees
o Update seating chart and emergency call tree
o Talk to help desk about printer issues, needing ink toner, or any other issues
o Order business cards

Essential Functions:
• Data input into Excel spreadsheets or database
• Preparation and submission of internal monthly and quarterly reports
• Creating presentation materials
• Coordinating schedules of the team and managing calendars
• Scheduling team meetings, booking conference rooms, setting up conference calls
• Routine administrative tasks such as making copies, scanning, pdfs, handling incoming and outgoing mail, processing invoices, ordering business cards
• Managing office equipment and supplies – handling repairs and ordering office supplies
• Making travel arrangements and preparing expense reports (through Concur system) – booking transportation
• Coordinating office moves for new personnel and changes in seating within the team – working with facilities to ensure workspaces are operational
• Printing and binding presentations
• Coordinating marketing events/promotional material and customer meetings

Preferred Previous Work Experience
• PC skills (MS Office etc.) – advanced Excel skills preferred
• Experience working in a bank
• Experience preparing regulatory reports
• Experience creating presentation materials
• Experience as an administrative assistant
Other Skills, Abilities and/or Training:
• Thoroughness, attention to detail
• Able to work quickly and accurately in a time-sensitive environment
• Japanese language skill required

Key Qualifications:
• Organization skills – 25%
• Attention to detail – accuracy is very important – 25%
• Ability to use a variety of computer systems, programs and office equipment – 25%
• Team player – willing to perform a variety of tasks in a busy environment – 25%

PositionAdministrative Assistant
Visa Support No
Employment Type Full-time
Job Order Number18239
Experience (Years)2-5 years
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