Industry: Bank/Finance
Location: Midtown, NY
Salary: $48k‐(DOE)
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: Japanese regional bank seeks an Administrative Assistant and Operation Assistant - NYC.
Title: Administrative Assistant and Operation Assistant - NYC(non-exempt)
Reports to: Assistant General Manager
Salary: $48k‐(DOE)
Work hours: 8:45AM - 5:00PM (1hのLunch休憩)
Location: Midtown, Manhattan / Office
Benefit: Insurance 100% covered by the company, 12 days of PTO, Sick leaves MAX 12 days/yr
・出社形態：完全出社
・出張：なし
・残業：業務輻輳による（10時間未満を想定）
＞＞General Position Summary
This position is responsible for assisting The Bank’s General Affairs functions and providing overall administrative support activities, as well as conducting partial Back Office operations to support daily banking functions.
＞＞Essential Job Functions
Administrative Support
Answers and directs telephone calls; takes and transfers messages as necessary.
Greets and assists on-site visitors, guests, clients, and vendors; determines the nature of business and announces/forwards to appropriate personnel.
Serves refreshments to visitors and clients.
Manages and maintains office and break room supplies.
Provides assistance in proofreading documents written in English and edits them appropriately.
Arranges reservations such as hotel, flights, and restaurants for The Bank staff.
Prepares expenses including all branch-related payments, entertainment, and reimbursements.
Prepares invoices for all branch-related payments and vouchers for expense payment purposes.
Responds to inquiries about invoices.
Contacts vendors regarding General Affairs issues as needed.
Delivers FedEx and certified mail to the post office.
Runs errands for the branch when necessary.
＞＞Operations
Files a list of the previous day’s transactions and maintains all operation-related documents.
Creates vouchers for loans, securities, and funding after receiving tickets from Front Office by entering data into Excel.
Checks entered data on vouchers and GBS II.
Confirms details of fund transactions with banks and/or brokers, including bonds, foreign exchange transactions, swaps, and remittances.
Records daily transactions into a backup system.
＞＞Other & Miscellaneous
Translates documents for internal operational purposes.
Files and maintains physical and electronic documents.
Provides assistance such as daily mail checks, general email monitoring, daily reconciliation, and preparation of general affairs reports.
Seeks continuous improvement and more efficient, cost-effective work processes.
Performs special projects and other duties as assigned by management.
Maintains high ethical standards in the workplace.
Reports irregular issues and problems to management for resolution.
Maintains good communication with managers, The Bank staff, and external contacts.
Complies with all company policies and procedures.
Maintains a clean and safe working environment.
＞＞Job Dimensions (Skills, Knowledge & Abilities)
Essential Job Skills
Accuracy, attendance and punctuality, attention to detail, basic bookkeeping, communication (speaking, reading, writing) in English, confidentiality, dependability, ethics, flexibility/adaptability, initiative and follow-through, judgment, listening and understanding, basic math skills, multi-tasking, office equipment usage, personal computer proficiency, planning and organizing, problem solving, relationship building, teamwork, and time management.
＞＞Compliance & Reporting
＞Compliance
Performs duties in accordance with the compliance manual, BSA/AML policies, and applicable laws and regulations.
Participates in training related to BSA/AML and other regulatory procedures.
Verifies incoming and outgoing wire transfers to ensure compliance with OFAC and BSA/AML regulations.
Reports any claims or complaints from clients to management.
Reporting (Violations of Laws, Regulations, Policies, or Exceptions)
Reports findings to the immediate supervisor/manager or the Compliance Officer.
Reports to the Deputy Compliance Officer if the finding relates to the immediate supervisor/manager and the Compliance Officer.
Reports to the General Manager if the finding relates to the Compliance Officer, Deputy Compliance Officer, and immediate supervisor/manager.
Reports findings to the Compliance Group and/or the International Business Promotion Group at The Bank’s Headquarters in Japan if applicable.
＞＞Minimum Qualifications
Education Requirements
High school diploma or general education degree (GED); or related experience and/or training; or equivalent combination of education and experience.
Work Experience Requirements
No prior related experience or training required.
Previous experience in a general assistant function is a plus.
＞＞Supervisory Responsibilities
None.
＞＞Certificates / Licenses
None required.
＞＞Work Environment & Physical Demands
Work Environment
Work is performed in an office environment with quiet to moderate noise levels. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
＞Tools & Equipment Used
General office equipment including phones, fax, copier, scanner, personal computer, calculator, etc.
Software includes Windows operating system, MS Office applications, and GBS II.
＞Travel & Driving Requirements
Travel and driving are not essential requirements for this position.
＞Essential Physical Tasks
While performing the duties of this position, the employee is required to frequently sit and occasionally stand, walk, use hands and fingers, and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds.
Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen and adjust focus as needed.
※The above job description identifies the essential job functions and skills needed by the person assigned to this position. These functions are not intended to be a complete and exhaustive list of all responsibilities. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. The information contained herein is subject to change at the company’s discretion.
