TYPE: Full-time, PermanentWORKING HOURS: 9:00-17:00 from Monday to FridaySALARY: Negotiable LOCATION: City of London

Administrative Assistant Main Responsibilities:

• Provide comprehensive administrative support to internal divisions.
• Arrange travel, accommodations, and process expense claims for staff as required
• Coordinate travel logistics for overseas visitors
• Manage administration for staff training sessions, conferences, and bookings
• Assist in organising meetings by scheduling, preparing agendas, and recording minutes when needed
• Support Executive office members (Head of secretariat, PA and another administrator) in maintaining the group diaries
• Provide administrative assistance to Senior managements
• Organise internal and external meetings, as well as team-building events, ensuring all necessary arrangements are in place
• Maintain accurate records and manage databases as needed
• Undertake any other administrative tasks as directed by Division management
• Assist in coordinating and arranging external office events
• Raise POs and arrange invoice payments
• Create new suppliers and change bank details in the system
• Create service fee invoices quarterly basis
• Entering details of company card claim in Focal Point
• Maintain divisions records and manage databases as needed
• Manage business card ordering as an administrator
• Book meeting rooms, restaurants, and venues for events
• Arrange couriers and sorting post
• Renew subscriptions annually
• Undertake any other administrative tasks as directed by Division management

Administrative Assistant Ideal Candidate:

• Business level Japanese (N2+)
• Able to work in a multicultural global business interacting with colleagues and stakeholders of different cultural backgrounds
• Ideally a background in Travel, Executive Assistant, Personal Assistant, or personnel support roles
• Excellent inter-personal skills.
• Commitment to the assignment with Reliability and Flexibility
• 1 year Office Administration in a corporate environment
• Good English written and verbal communication skills
• Open, honest approach and a good team player
• GCSEs/A-Levels or equivalent qualification required; further education or administrative certification is an advantage
• High level of written and spoken English