エグゼクティブアシスタント/ Executive Assistant

A multinational investment management firm is seeking an Executive Assistant. The successful candidate will provide comprehensive administrative and executive support, coordinate complex schedules and travel arrangements, and manage logistics for investor meetings, fundraising activities and team events.

Responsibilities:

• Manage calendars and schedule internal and external meetings, including room bookings and IT arrangements
• Provide general office and administrative support as required
• Track confirmed meetings for roadshows and events using Excel or other centralised systems
• Coordinate end-to-end business travel, including flights, visa documentation, hotels, transport and itineraries
• Manage invoices and process payments as required
• Process AMEX card applications and submit expenses through Concur before payment deadlines
• Coordinate investor seminars, teach-ins and fund launch sessions, including technology, catering, materials and communications
• Maintain internal distribution lists and manage team business cards
• Update contact details in Salesforce
• Liaise with local translation agencies to review marketing material translations
• Maintain organised electronic filing of designated marketing materials
• Coordinate with the compliance team on best practices for meetings with government officials
• Arrange internal office and team events, including scheduling and logistics
• Assist with meeting agendas and preparation of printed materials
• Submit IT requests and support onboarding arrangements, including desk set-up
• Provide on-site support for team and office events when required
• Manage high volumes of fundraising-related meeting requests and scheduling across multiple asset classes and platforms
• Coordinate availability for prospecting and due diligence meetings involving senior global team Manage investor event logistics, including invitation and attendee lists

Requirements:

• Prior experience as an Executive Assistant or in a similar administrative role, ideally within financial services or asset management
• Exceptional attention to detail and a proactive approach to task management
• Ability to work independently in a high-pressure, demanding and changing environment
• Strong calendar, meeting and task prioritisation skills, with accuracy and professionalism
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite
• Familiarity with Concur, Salesforce and Monday.com, or the ability to learn these systems quickly
• Ability to handle confidential information appropriately
• Ability to manage competing priorities and maintain workflow in a fast-paced environment
• Adaptability and initiative in identifying and completing tasks
• Ability to leverage AI tools to work efficiently
• Ability to collaborate with other Executive Assistants and Office Managers
• Native level Japanese; conversational level English

About the Company:

A global alternative asset management firm investing in and managing real estate, infrastructure, renewable energy and other essential assets across international markets. Employees benefit from career growth, professional development and opportunities to work on major investment projects within a collaborative and internationally connected workplace.

Keywords:

エグゼクティブアシスタント, 秘書, 金融事務, 資産運用, プライベートウェルス, スケジュール管理, 出張手配, 投資家対応, イベント運営, 経費精算, 求人, 外資系

Job Ref: GHD97M