【ピムコ・ジャパン】Administrative Assistant
仕事内容
Position Description
We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Tokyo admin team to support multi-function teams (approx. 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organizational skills and an aptitude for problem solving.
Responsibilities:
• Coordinating & scheduling internal/external meetings - Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
• Maintaining calendars – Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global PIMCO calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up & running of the meetings. Preparation of any travel agendas and meeting materials.
• Video/audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements – Process expense reports through the Concur system; monitor and track managers’ expenses until reimbursement; Reconcile monthly credit card statements to all expenses on time
• Filing and organizing administrative paperwork
• Invoicing
応募資格(必須経験など)
Position Requirements
• Minimum of 8 years of experience for the Administrative Assistant role will be considered, while those with more extensive experience may be considered for the Senior Administrative Assistant position.
• Highly organized with effective time management skills and attention to detail
• Computer literate
• Demonstrate above average interpersonal communications
• Possess the ability to work effectively with others
• Demonstrate proficiency with technological tools
• Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
• Foster a sense of teamwork, assisting others when needed/required
• Good Japanese and English language skills both in writing, reading and speaking