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About the Role
The Executive Assistant will support the Tokyo office across all teams, performing a variety of administrative duties to ensure the office runs smoothly. This position starts providing administrative assistance in Client Group but may rotate to support other teams outside of Client Group.
Responsibilities
- Manages calendar by resolving conflicts and anticipating needs.
- Processes American Express transactions and vendor invoices.
- Maintains and organizes files, data, and contacts.
- Processes incoming and outgoing mail and packages.
- Executes meeting planning with attention to detail, inviting appropriate participants and ensuring they have necessary information.
- Provides logistical support for meetings, including A/V, dial-ins, room bookings, catering, and materials.
- Prepares and delivers accurate materials and reports in a timely fashion.
- Provides professional and courteous telephone coverage, including call screening and message taking.
- Executes travel plans per managers’ needs and preferences.
- Provides necessary information and coordinates travel-related processes such as visas and ground transportation.
- Provides end-to-end assistance for new joiners to support smooth onboarding.
- Provides effective support during peer absence, adhering to all required tasks and skills.
- Handles mail and courier deliveries.
- Assists with ad-hoc projects or other duties as assigned.
Requirements
- Ability to demonstrate strong business maturity and work proactively in a fast-paced small office environment.
- 5 years or more of relevant professional experience as an administrative assistant.
- Experience in investment management and/or financial services background.
- Experience with organizing and supporting corporate events.
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel, OneNote & PowerPoint).
- Knowledge of client database tools such as Salesforce is advantageous.
- Effective interpersonal and communication skills with sound business judgement.
- High level of reliability, professionalism and discretion.
- Strong team ethic and ability to work independently.
- Outstanding service orientation and proactive problem-solving skills.
- Excellent organizational, multi-tasking, and prioritization abilities.
- Strong detail-orientation and work quality.
- Ability to work under pressure, meet tight deadlines, and accommodate last-minute changes.
- Positive, flexible and can-do attitude.
- Possess growth mindset and comfortable to move forward in ambiguous working environments.
- Keep close attention to legal and compliance.
- Language fluency in English and Japanese is necessary.
Skills
- Calendar Management
- Expense Reporting
- Invoice Processing
- Information Management
- Meeting Coordination
- Logistics Management
- Materials Preparation
- Reporting
- Telephone Coverage
- Travel Planning
- Onboarding Support
- Absence Coverage
- Visitor Coverage
- Mail Handling
- Courier Handling
- Ad-hoc Project Assistance
- Microsoft Office Suite
- Salesforce
- Interpersonal Skills
- Communication Skills
- Business Judgement
- Reliability
- Professionalism
- Discretion
- Teamwork
- Independent Work
- Problem-Solving
- Organization
- Multi-tasking
- Prioritization
- Detail-Orientation
- Work Quality
- Working Under Pressure
- Adaptability
- Positive Attitude
- Flexibility
- Growth Mindset
- Attention to Legal and Compliance
Location
- Tokyo
Work Type
- Hybrid
Experience Level
- 5 years or more of relevant professional experience
About the Company
- Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets.
- Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 50 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate.
- As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.
Equal Opportunity
- As an equal opportunity employer, Wellington Management considers all qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law.
- If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at GMWTalentOperations@wellington.com.