Industry: Trading
Location: New York
Salary: ＄50K~57K
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: Position: Senior Administrative Assistant
Department:Corporate Planning Dept. & COO Office
Location: New York, NY
SUMMARY OF POSITION:
This position is responsible for providing administrative and secretarial support primarily
to i) Corporate Planning Department (CPD) and ii) COO Office of Corporation of
America, New York. This position will provide administrative support to i) approx. 5
staffs of CPD and ii) 9-10 staffs of COO Office in making travel and entertainment
arrangements, expense reimbursements and internal/external appointment
arrangements.
ESSENTIAL FUNCTIONS:
■ In-person work at the assigned office location is a regular component of this role’s responsibilities.
■ Provide bi-lingual secretarial support by maintaining schedules, making appointments, making travel and entertainment arrangements, processing expenses and coordinating guests’ registrations and communicate schedule to all parties involved.
■ Process payments/ledger/BMS/SAP related to CPD & COO Office activities
■ Maintain the data shared between the departments and group companies, by filing and recording the information accordingly.
■ Answer and screen telephone calls, handle inquires, take messages and route calls to appropriate party and respond to requests for information.
■ Issue invoices, apply FOREX contract, process accounts payable/accounts receivable/Kokei/allocations/amortization and Vendor Code Applications for the Corporate Planning Department, such as Intra Group Service (“IGS”) fees and Corporate Business Policy (“CBP”) premiums.
■ Monitor and check the miscellaneous ledger and investigate entries as needed.
■ Coordinate renewing the Service Agreement of Americas Regional IGS.
■ Support for accepting expatriates from Japan and for returning expatriates to Japan
■ Arrange and support for large-scale internal conference, such as Branch Manager Meeting and National Staff Business Development Meeting, which approx. 30 staff will attend.
■ Maintain and update corporate profiles, organization charts, distribution/mailing lists and other data and information for the Department, including appropriate dissemination to relevant stakeholders as necessary.
■ Fill in to support Executive Assistant’s tasks during her absence.
■ Support user access administration for internal systems primarily overseen by CPD and COO Office.
POSITIONS REPORTING TO THIS EMPLOYEE:
None
BUDGETARY RESPONSIBILITY:
None
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
Bachelor’s degree or equivalent combination of education and relevant administrative experience preferred.
Minimum of 3–5 years of progressive administrative or executive support experience, preferably in a corporate or professional services environment.
Strong verbal and written communication skills, plus ability to interact with all levels of management in a fast-paced environment.
Fluency in Japanese: speak/read/write.
Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
Demonstrate a cooperative attitude, interpersonal and communication skills with clients and coworkers.
Demonstrate flexibility and the ability to work as a member of a team. Good decision making and problem-solving skills.
Attention to detail and accuracy required. Ability to work on multiple projects simultaneously required.
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The above statements are intended to describe the general nature and level of work being performed by
people assigned to this classification. They are not intended to be constructed as an exhaustive list of all
responsibilities, duties and skills required of personnel so classified.
