EIRE Systems is seeking a top performing bilingual Team Administrative Assistant to join us and provide exceptional administrative support to a prestigious global financial firm. You will play a crucial role in supporting a diverse team, including the executive, their team of managers, and other stakeholders.
This position demands a high level of confidentiality, initiative, and sound decision-making abilities. You will represent the manager/group with professional courtesy and acumen while delivering flawless work output. Your daily work will involve interacting with various executive-level internal clients across different lines of businesses, and with external representatives of corporate clients.
Responsibilities:
- Efficiently manage complex and detailed calendars, handling multiple and urgent meeting conflicts, and coordinating meetings and conference calls both internally and externally. Attend to all associated logistical arrangements.
- Effectively handle multiple competing priorities with a calm and professional attitude.
- Arrange and coordinate domestic and international travel arrangements, including booking flights, hotels, and ground transportation.
- Process invoices and expense claims for team members promptly, ensuring compliance with policies and guidelines.
- Provide support in data collection and leasing management for the investment team.
- Assist in arranging asset tours for clients.
- Help with staff on-boarding and off-boarding, which involves requesting equipment setup and system access.
Qualifications:
- Bilingual. Native-level Japanese and fluency in English. Professional written and verbal communication ability is required.
- Minimum of 2 years' experience in an Executive Administrative Assistant role, supporting a team of corporate professionals; preferably within financial institutions.
- Demonstrated Tact and good judgment in confidential situations and proven experience interacting with senior management.
- Adaptable team player - You thrive in a fast-paced, ever-changing environment, and understand flexibility to adjust according to changes is important for the team's success.
- Strong working experience with Microsoft Word, Excel and PowerPoint
- Knowledge of general office procedures, such as scheduling, expenses, and calendar management.
- Superior oral and written communication skills.