A Japanese investment bank is seeking a highly energetic, well-organized bi-lingual (English - Japanese) administrative assistant to support their senior management and team of bankers. This position has a high degree of exposure to senior executives both internally and externally and is involved with many high priority daily issues and extremely sensitive information.
Position: Administrative Assistant
Location: New York, NY
Languages: Business to Native Level Japanese
Salary: up to 77K
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 team members and copy and bind presentations for internal and external meetings
Maintain client contact lists for marketing officers and keep meeting calendars up to date
Manage inflow and outflow of new employees and expats rotating into and out of the department annually
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
Assist with customer relationship management database including updating and posting call reports, updating client contact information, maintaining email contact lists, etc..
Arrange and provide food and beverage service for visiting clients and make business dinner reservations / arrangements
Prior experience in an administrative capacity, preferably in a corporate environment is preferred
At least verbal communication skills in Japanese (and preferably writing and reading as well)
Strong writing, reading and verbal communication skills in English required
PC literacy (MS Word, Excel, Power Point, PDF, etc.)
High level of organizational and communication skills with an ability to work 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
Highly collaborative and flexible in a team and client environment and ability to form good relationships
Occasional need to work longer weekday hours and/or to deal with travel issues on weekends