Key Areas of Responsibilities

• Manage the Country Head’s external-facing calendar end-to-end, including prioritization, scheduling, confirmations, and proactive coordination with internal teams and external counterparties (clients, investors, counterpart offices).
• Provide day-to-day operational and administrative support to the Country Head and COO, ensuring timely execution of management priorities, follow-ups, and internal communications.
• Support sales-related administration (e.g., documentation preparation, internal approvals, CRM/records updates where applicable, meeting logistics, and post-meeting follow-ups) to enable front-office teams to focus on client coverage.
• Coordinate visitor management for overseas guests, including scheduling meetings, arranging internal hosting, aligning agendas, and ensuring seamless cross-border communication with regional offices.
• Partner closely with Office Administration / General Affairs to ensure smooth office operations; act as a key liaison to coordinate internal stakeholders and resolve day-to-day operational matters efficiently.
• Coordinate business travel arrangements and itineraries for the Country Head/COO and relevant Japan office staff, including flights, hotels, ground transportation, and meeting schedules, in line with internal policies.
• Process and reconcile expense claims and related documentation, ensuring accuracy and compliance; liaise with Finance and relevant teams to resolve discrepancies and ensure timely submissions.
• Support event and meeting coordination (client meetings, internal sessions, overseas visitor programs), including invitations, materials, name tags, venue/room bookings, and day-of logistics as required.
• Prepare and maintain management materials (PowerPoint, simple dashboards, briefing packs), consolidating inputs from multiple teams and presenting information in a clear, professional format.
• Maintain accurate records and operational trackers (key schedules, visitor logs, action-item lists, approval status), ensuring proactive communication and timely updates to internal and external stakeholders.

Requirements

• Bachelor’s degree or equivalent practical experience; background in Business Administration, Corporate Planning, or Executive Assistant roles is highly preferred.
• 2+ years of experience in an executive assistant, corporate planning, office administration, or operations support role; experience within financial services or a professional services environment is an advantage.
• Proven ability to act quickly and decisively, translating instructions into action with minimal supervision in a fast-paced business environment.
• Highly proactive and self-motivated, with the ability to anticipate needs, take ownership of tasks, and drive matters forward independently.
• Strong organizational and multitasking skills, with the ability to manage multiple priorities, deadlines, and stakeholder expectations simultaneously.
• Excellent communication and coordination skills, enabling effective interaction with senior management, sales teams, internal support functions, and external counterparties.
• High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), particularly in preparing professional management and briefing materials.
• Professional demeanor, discretion, and sound judgment when handling confidential information and senior-level matters.
• Ability to communicate effectively in English and Japanese, both verbally and in writing, in a business setting.
• Strong team player mindset, with the flexibility to support a broad range of tasks and collaborate closely across functions.

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