Administrative Assistant

We are seeking a dynamic and detail-oriented Administrator to join our team. This pivotal role ensures the smooth operation of our corporate services, including administration, facilities management, and office support. The ideal candidate will excel in a Reception position, embodying the demanding requirements of being the true "Gatekeeper" and face of the firm. They should be quick, thoughtful, and precise in all tasks, contributing to the efficiency and effectiveness of our organization.

Key Responsibilities

Administrative Assistance:

• Executive Support: Provide comprehensive administrative support to the Executive Team, including managing calendars, organizing meetings, and preparing documents.
• Travel Coordination: Efficiently handle all aspects of travel bookings for executives, including flights, hotels, rental cars, and transfers, ensuring a seamless experience.
• Expense Management: Prepare and process expense reports accurately and promptly, maintaining meticulous records.
• Project Assistance: Assist with special projects and initiatives, demonstrating flexibility and a proactive approach.
• Help on-board new joiners including helping to set up building access and coordinate IT.

Reception & Office Management

• Guest Services: Welcome external guests with professionalism and warmth, creating a positive first impression and representing the firm's corporate culture.
• Communication Management: Answer the main company line and direct calls efficiently, ensuring a high level of service.
• Mail and Package Handling: Sign for and distribute incoming and outgoing mail and packages promptly and accurately.
• Meeting Coordination: Schedule external meetings, maintain the Meeting Room calendar, and ensure seamless preparation.
• Catering Management: Manage catering for external meetings, ensuring high-quality service and presentation.
• Facility Oversight: Ensure the office environment is welcoming, functional, and well-maintained to support employee productivity and comfort.
• Vendor Coordination: Liaise with external service providers for office maintenance, repairs, and improvements, ensuring timely resolutions.
• Resource Management: Track and order office supplies to ensure the office is well-stocked and equipped for staff needs.
• Supply Management: Place weekly food and beverage orders, refill pantries as needed, and ensure the office is stocked with necessary supplies.

Requirements:

• Relevant work experience with similar responsibilities is a plus.
• Proficiency in Google Suite (Gmail, Docs, Sheets, Slides) and Microsoft Office (PowerPoint, Excel, Word).
• Familiarity with Dropbox, Salesforce, and Concur is advantageous but not required.
• Proficient in English and Japanese.

Personal Characteristics:

• Quick and Agile: Able to work efficiently in a fast-paced environment, managing multiple tasks and deadlines with ease.
• Proactive and Resourceful: Takes initiative and finds innovative solutions to challenges.
• Outgoing and Communicative: Comfortable interacting with all levels of the organization and external guests.
• Service-Oriented with a “Can-Do” Attitude: Dedicated to providing excellent service and support.
• Organized and Detail-Oriented: Maintains a high level of organization and attention to detail.
• Flexible and Adaptable: Comfortable with change and able to adjust to new priorities and demands.