Job Description

Job Posting

Prestigious financial institution seeks a Bilingual Japanese Executive Assistant for 3 months temporary assignment through June in Midtown Manhattan.

Performs a variety of secretarial duties and associated matters of general affairs to relieve General Manager, as well as other Managing Directors and department staff of clerical/administrative business details, including but not limited to, scheduling, preparing reports, answering phones, distributing mail/documents, maintains records or logs, filing, inputting data, monitoring documents, and other general office duties as assigned - all or a combination of the duties listed below. Provides back-up support to other staff members as needed. Organizes and coordinates projects as

Primary Responsibilities:

• Plans and coordinates arrangements for business-related functions (meetings, conferences, receptions, VIP visits, regular periodic functions) at the Midtown office location with a combination of work from home days.
• Obtains necessary approvals for business trip applications; books and makes spur-of-the-moment changes to flight/hotel/transportation arrangements; processes expense reports.
• Assists in the preparation of management reports, reconciliation, etc. Circulates reports for approval and keeps records accordingly.

Requirements:

• Good verbal and written communication skills (in both English and Japanese) and ability to follow specific instructions in both written and verbal form. Ability to follow policies and procedures. Ability to effectively prepare documents (emails, brief memos, standard forms etc.). Ability to present ideas, concepts and other information with clarity and effectiveness. Maintain continuous and open communication with others.
• Good organization and planning skills. Ability to complete work accurately and on time. Ability to work in a high-pressure environment with critical deadlines. Capable of handling multiple tasks simultaneously, despite numerous interruptions. Ability to establish priorities and complete tasks accurately in a timely basis.
• Customer Orientation (internal/external). Excellent interpersonal skills with proven commitment to quality customer service. Ability to meet customer needs, respond to customer inquiries in a respectful, helpful and responsive manner. Ability to establish and maintain clear communication with customers.
• Team Orientation. Ability to work cooperatively with others. Capable of working well independently and in teams. High level of diplomacy, tact, discretion, and confidentiality. Ability to maintain flexible attitude and approach towards assignments. Ability to initiate and sustain relationships with other departments and to proactively solidify relationships, understanding the needs and challenges of peers.
• Strong PC skills (word processing, spreadsheets, and databases), calculator and other standard office equipment to record, store and retrieve information. Proficient in PowerPoint, Excel and Word. Fast learner of databases and internal systems.
• Flexibility to work variable hours due to the workflow.
• 3 years' experience or more
• Bachelor's Degree

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