Administrative Assistant, Tokyo

Objectives of this role

Provide support to the Head of Japan Equities and the Equities team, as directed, to ensure that Equities operations and administration runs efficiently.

The ideal candidate for the role will be an excellent communicator with strong organizational and coordination skills, demonstrated ability to build productive working relationships and be an agile and practical problem solver.

Responsibilities

• Support senior executives’ travel logistics and activities, including accommodations, transportation, and meals, adhering to the Jefferies Travel and Expenses policies
• Support expense management for the Equites team using the Concur system ensuring expenses are submitted and processed in a timely manner
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
• Provide administrative and office support, such as typing, dictation, spreadsheet creation, and maintenance of filing system and contacts database
• Performing 'front of office' support functions, including meeting room set up, greeting visitors and receiving and responding to phone calls, emails and general correspondence
• Support the management of communication with employees by liaising with internal and external executives on various projects and tasks
• Maintain professionalism and strict confidentiality with all materials
• Organize team communications and plan events, both internal and off-site
• Provide assistance to the Corporate Access team if and when required
• Creating presentations as required
• Support the planning and orchestration of work to ensure that the Equities team priorities are met, organizational goals are achieved, and best practices are upheld

Required Skills And Qualifications

• Four or more years of experience in an administrative role reporting directly to senior management
• Experience in working in financial services, preference given to candidates with experience working within an investment banking firm
• Displaying initiative and applying sound judgment in providing executive and administrative assistance to senior executives
• Business-level / Native-level Japanese fluency & English - written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in developing internal processes
• The Administration Assistant will be proactive, approachable, helpful and professional in performing each of the above functions