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Administrative Assistant – support execs in a global investment bank. Manage calendars, travel, Concur, and client events.
Join Tokyo-based Commercial & Investment Bank as assistant; high-impact admin role with confidentiality and travel coordination.
The Commercial & Investment Bank is a global leader across investment banking, wholesale payments, markets and securities services. The world’s most important corporations, governments and institutions entrust us with their business in more than 100 countries. We provide strategic advice, raise capital, manage risk and extend liquidity in markets around the world. Clients turn to our industry-leading Markets, Sales and Research team to offer clients unique market insights on sectors and companies, and actionable ideas using research to make well-informed investment decisions. Teams understand products across asset classes and help clients structure solutions that manage risk, enhance yield and solve complex financial problems.
As an Administrative Assistant in Commercial & Investment Bank, you will be responsible for performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executives, their team of managers & stakeholders, and coordinate efforts with other admins across Commercial & Investment Bank. You bring years of experience being an Assistant while being very adaptable, and welcoming change. You will rely on excellent organizational skills and the ability to effectively handle multiple priorities. You will need to adapt procedures, processes and techniques to the completion of assignments and in line with the department's activities and goals. Duties also include heavy meeting arrangement; managing multiple calendars and recurring client / team events, submitting expenses via Concur, handling invoices, phone coverage, reviewing incoming correspondence / emails and preparing responses. Additionally, you will exercise independent judgment, escalation.
Job responsibilities
- Manage and handle complex and detailed calendars, dealing with multiples and/or urgent meetings, setting up of meetings and conference calls, internally and externally. Handle all associated logistical aspects, including frequent coordination with local and overseas offices around the region and globe
- Employ good judgment when handling confidential information
- Identify and escalation
- Provide professional telephonic, and in-person visitor support, with ability to address issues and redirect as appropriate, in a timely, appropriate manner with impeccable etiquette
- Arrange and coordinate complicated domestic and international travel arrangements (air, hotel accommodations and ground transportation); prepare detailed itineraries, required travel visas/documents, and assure accuracy and timely delivery of plans/tickets to travelers
- Coordinate schedules and logistics for and support overseas VIP visitors to the region
- Assist in organizing high quality client or senior internal meeting and events logistics, in close coordination with internal corporate function teams, internal front office teams, and clients
- Adhere to control policies and procedures, such as budget and compliance approvals, compliance policies, documentation etc.; act as a subject matter expert for policies and procedures with appropriate record keeping.
- Process invoices and T&E expense claims for team members and invoice process for consultants.
- Take on increased and/or new responsibilities as needed.
- Assist with overflow, special projects, and support other assistants for backup coverage (Calendar/Travel/Concur) as part of the Assistant pool of support and back up arrangements, working in a team where required to ensure seamless support is maintained, including other duties as directed by Business Support Manager / Line of Business.
Required qualifications, capabilities, and skills
- Experience in an administrative role.
- Strong partnership skills, i.e. develop relationships with peers, clients etc.
- Ability to collaborate and work well with others, with a calm and willing attitude, in a fast-paced and team-orientated environment.
- Prioritize and simultaneously handle multiple tasks with flexibility.
- Work with limited supervision, perform under pressure and meet tight deadlines
- Excellent interpersonal and communications skills, with ability to prepare diligent written internal and external correspondence, proven experience interacting with senior management
- Meticulous attention to detail, excellent organizational skills and discretion with confidential information
- Strong analytical, problem solving and critical thinking skills
Preferred qualifications, capabilities, and skills
- Bachelor’s Degree Preferred
- Effective interpersonal skills
- Adaptable team player
- Business level spoken and word processing capabilities in English
- Native level proficiency in Japanese
- Secretarial Proficiency test Level 1 is a plu