Administrative Assistant (Team Assistant)

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.