Secretary to CEO & Office Admin Support (Japanese Bilingual)

OVERVIEW

Our client is a dynamic hedge fund specialising in Japan investments, focused on generating strong risk-adjusted returns. While currently a close-knit team of under 10 personnel where collaboration and individual contributions are highly valued, they anticipate significant growth in the near future. They maintain a strong commitment to efficiency and a proactive approach in our pursuit of excellence in market analysis and operational precision. They are seeking a highly organised and detail-oriented Secretary & Office Administrator to provide comprehensive administrative support to our CEO and other members of our expanding firm, playing a key role in its smooth operation.

This role requires excellent Japanese language skills (reading, writing, and speaking) as these are essential for communication and business operations.  The ideal candidate will be a proactive problem-solver with a strong ability to manage multiple tasks efficiently and maintain confidentiality. This role also encompasses office administration duties, including ensuring a tidy and well-maintained office environment.

Responsibilities

• Manage the CEO's calendar, including scheduling appointments, meetings, and travel arrangements.

• Coordinate and set up corporate meetings for the CEO, portfolio managers, and other staff, including preparing agendas and booking meetings.

• Handle confidential and sensitive information with discretion and professionalism.

• Prepare and edit correspondence, reports, and presentations in both English and Japanese.   

• Provide general administrative support to the office, including ordering supplies and managing office equipment. This also includes taking responsibility for the overall cleanliness and organisation of the office space.

• Translate documents and interpret conversations between English and Japanese when needed.

• Embrace a flexible role within our small team, contributing to various operational needs beyond traditional administrative duties.

• Foster a positive and collaborative work environment within our close-knit setup.

Requirements

• Experience: 1-4 years of experience as an executive secretary or administrative assistant, preferably in the financial services industry. Exposure to the Japanese market is a plus.

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

• Language Skills: Native or near-native fluency in Japanese (reading, writing, and speaking) or Japanese-Language Proficiency Test N1 or N2, as these are essential for communication and business operations.  

• Communication: Excellent interpersonal and communication skills to work across different teams and with external parties.

• Ability to thrive in a fast-paced, small team environment with a willingness to take on diverse responsibilities.

• A strong sense of ownership and commitment to contributing to the overall success of the firm.