Job Details

Administrative Assistant - New York, NY

Responsibilities

• Arrange and book business travel, client meetings, customer events, set up calls, book conference rooms etc.
• Responsible for expense and budget management for the team, submission and management of reimbursement requests, and tracking and payment of expenses.
• Draft letters and memos for senior officers and copy and bind presentations for internal and external meetings.
• Maintain client contact lists for marketing officers and keep meeting calendars up to date
• Set up desk space for new employees, coordinate moves of existing employees, and order computers/equipment for the team
• Assist deal teams with documentation management such as obtaining signatures, scanning, sending emails, managing electronic files and regularly updating certain business applications and databases
• Order business cards, handle maintenance requests and manage and purchase office supplies.
• Deliver, copy, scan and file documents, faxes, letters, newspapers and packages.
• Ad hoc administrative projects and tasks as requested.
• Assist with customer database maintenance including clients’ titles and address changes, record outstanding balance reports, credit reference reports, fee waiver applications, and provide Know Your Customer (KYC) related support.

Qualifications

• Strong written and oral communication skills with an ability to communicate effectively with all levels across the organization.
• Ability to multi-task and prioritize effectively in order to meet strict and competing deadlines.
• Excellent attention to detail and the quality of work product.
• Takes ownership of work and can be relied upon by the team to follow up, follow through and resolve day-to-day issues through sound reasoning and problem solving skills.
• Highly collaborative and flexible in a team and client environment and ability to form good relationships.
• Proficient in MS Office Suite (Excel, Word, PowerPoint, Access.)
• Fluent in Japanese

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