A global Private Equity is looking to hire an Executive Assistant with fluent Japanese speaking to provide high-level professional support to the business in the Hong Kong office.

Responsibilities

• Coordinate and schedule internal and external meetings, including conference calls and video conferences, using Outlook and Zoom; manage catering and document distribution.
• Prioritize calendar items, inform professionals of meeting changes, and keep them on schedule.
• Arrange all aspects of domestic and international travel, including air, ground, lodging, and dining; prepare detailed itineraries and manage expenses using Concur.
• Track flights and ensure timely travel arrangements, maintaining current passports and visas.
• Organize travel for Global managers to Asia, particularly Japan, and assist with office event logistics.
• Maintain electronic and hard copy filing systems, and handle ad hoc projects as assigned.
• Register professionals for conferences and networking events, and provide backup support to other administrative team members as needed.
• Coordinate various mailings and assist with miscellaneous projects, including event management that may require travel.
• Oversee routine office operations in Japan, ensuring efficient facilities management and proper desk setups for new hires.
• Authorize operational expenses, allocate seating, and manage access control in collaboration with local leadership and the APAC Regional Facilities Manager.

Requirements

• Bachelor’s degree or equivalent work experience.
• 5+ years in an administrative role, preferably in financial services.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Proactive attitude with a willingness to learn and take on projects.
• Excellent written and verbal communication skills in English and Japanese.
• Strong organizational skills for managing time and priorities in a fast-paced environment.
• Effective problem-solving abilities and capacity to work independently.
• Strong interpersonal skills and multitasking capabilities.
• Good phone etiquette.
• Tech-savvy and eager to learn new systems.