About The Role

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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