オフィスアドミニストレーター/ Office Administrator

An Office Administrator role is now open in a foreign investment management firm. The chosen applicant will be responsible for supporting the investment team and day-to-day office operations as part of Indus’s global administrative support team. This is a hybrid role.

Responsibilities:

• Manage daily reception coverage, answer the main telephone line, manage firm voicemail, and route calls accurately and professionally
• Greet visitors, notify hosts, direct guests to conference rooms, and support investor, partner, company, and other external meetings
• Manage conference-room bookings and meeting logistics, including room setup, video conferencing, materials, catering, and cleanup coordination
• Maintain office and pantry supplies, coordinate mail and deliveries, and assist with printing, binding, scanning, filing, and document preparation
• Support vendors, facilities matters, office access, visitors, and other general office needs, and assist with miscellaneous projects as requested
• Provide day-to-day administrative support to portfolio managers, analysts, and other Tokyo-based colleagues
• Manage complex calendars and coordinate meetings across multiple time zones, including invitations, conference rooms, confirmations, materials, and schedule changes
• Coordinate company meetings, broker-hosted meetings, earnings and results meetings, conferences, and one-on-one meetings
• Monitor invitations and distribution channels, liaise with companies, brokers, and external contacts, and maintain accurate corporate access records and follow-up
• Handle conference registration and preparation, ensuring investment professionals receive timely and accurate logistical information
• Arrange domestic and international travel, including flights, hotels, ground transportation, visas when required, detailed itineraries, meetings, and last-minute changes
• Prepare and process expense reports and maintain accurate records of team travel, absences, and other shared schedules as required
• Coordinate with colleagues in New York, San Francisco, and Hong Kong to support global workflows and meetings
• Work with the existing Administrative Assistant to establish clear ownership, cross-train on essential processes, and provide seamless backup coverage
• Coordinate with internal IT teams and external providers

Requirements:

• Bachelor’s degree or equivalent
• More than 1 year of relevant experience as an Administrative Assistant, Executive Assistant, Team Assistant, Corporate Access Coordinator, or similar business-support professional
• Proficient in Outlook, Word, Excel and PowerPoint
• Excellent verbal and written communication skills
• Business level Japanese and English

Preferred Requirements:

• Experience in investment management, financial services, or corporate-access coordination
  

About the Company:

A foreign investment management firm providing investment solutions and financial services to clients, with a focus on research-driven strategies and long-term value creation.

Keywords:

サポート, 事務, アシスタント, 投資, 金融サービス, 外資系

Job Ref: U8WFF7