TITLE: Administrative Assistant - Bilingual Japanese/English
LOCATION: New York, NY
RATE: $30/hr on a W2
Japanese - English Bilingual (Fluent)
Prior experience working for Banking and Financial Service clients is strongly preferred
Must have-MS Office (Excel, Word, PowerPoint)
General Administrative functions - filing, faxing, and organizing.
Individual should have 3-5 years of experience.
Bilingual Japanese-English Required
(a) Coordinate and maintain daily calendar / schedule
(b) Perform daily administrative duties --- travel arrangements, conference arrangements, catering order, answering and directing incoming calls, opening and sorting mails, filing etc.
(c) Primary contact with internal division / department heads, their assistants and clients
(d) Front desk receptionist duties for Bank's customer, outside vendor, internal visitors etc.
(e) Meeting arrangement - room booking, preparation and distribution of materials, creation of meeting minutes, arrangement of meeting facility etc.
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TITLE: Executive Assistant (C-level) (Bilingual Japanese/English)
LOCATION: Midtown Manhattan
TYPE: FT Salaried
The Executive Assistant will provide the most complex executive and administrative support involving frequent exercise of independent judgment, initiative, and diplomacy.
Accurately maintain high level executive calendar, responding to last minute schedule changes and heavy volume of meeting requests
Assist Senior Executive in meeting administrative, human resource or other deadlines by proactively reviewing correspondence, materials or communications and tracking deadlines
May screen and answer certain types of email correspondence
Coordinate and arrange large and/or recurring meetings, luncheons, conferences and seminars.
Screen telephone calls and determine which can be handled by other areas of the bank.
Answer complex inquiries which require thorough knowledge of the business unit’s policies and procedures.
Produce materials in the form of memos, correspondence, and letters from drafts.
Review drafts and finished documents for correct grammatical usage.
Compose agenda and correspondence. May prepare materials necessary for meetings, etc.
Receive and greet incoming visitors in a professional manner directing them to the proper individual and assisting them with their needs.
Respond verbally or in written form to internal and external inquiries, which may involve communicating with high level management.
Perform administrative duties such as coordinating travel arrangements ordering office supplies, preparing monthly expense reports, etc.
Process and coordinate accounts payable and expense vouchers. May perform personnel activities to include coordination of interviewing/screening, employee orientation and maintenance of employee profiles.
Responsible for special research/project as assigned. Collect data and conduct research for the maintenance and compilation of financial/data spreadsheets and reporting.
May be assigned to assist the executive in project coordination. Duties may include creating and maintaining various project plans; serving as a project coordinator and assisting in administration duties including creating and maintaining appropriate project documentation, such as schedules, meeting minutes, etc. Create and maintain status tracking reports. May assist the manager in presenting project information.
Conversational Level Japanese language skills
10 to 15 years’ Executive Administrative experience at the C-level. Financial services experience or experience supporting a CFO preferred but not required.
High school diploma required, college degree preferred
Experience arranging complex international and domestic travel, preparing expense reports and utilizing tools for currency conversions.
Excellent organizational and interpersonal skills as well as problem solving, negotiation and follow-up skills.
Ability to organize and coordinate multiple projects and has good verbal and written communications ability.
Requires excellent word processing, spreadsheet and database computer skills. Strong Microsoft Word, Excel, and PowerPoint.