A premium provider of Asia-related advice to sophisticated clients globally, with over 25 years’ experience advising on cross-border M&A, capital raising, and financial restructuring.
Your Responsibilities
<Daily>
Provide administrative support to senior leadership (Partners and Managing Directors), including managing schedules, organizing client dinners and business travel, processing expense reports, and handling tasks like business card organization.
Oversee the booking and maintenance of conference rooms, ensure rooms are tidy and functional, and coordinate with IT vendors to resolve equipment issues.
Administer the company’s IT assets such as laptops, mobile phones, copiers, desk phones, and access cards. Maintain appropriate stock levels of office and pantry supplies, including stationery, beverages, and miscellaneous items.
Manage front desk duties such as answering incoming calls, welcoming guests, and handling incoming and outgoing mail and courier deliveries.
Support senior officers in the recruitment process for bankers by coordinating with recruitment agencies and candidates, and managing job listings.
Assist with internship hiring by communicating with local universities and facilitating the candidate interview process.
Help bankers with tasks such as printing, document binding, and formatting materials including letters, reports, and marketing collateral.
<Weekly>
Assist in compiling weekly internal reports for senior officers.
Support the preparation of workload tracking sheets for junior bankers.
Provide senior officers with weekly updates on intern hiring progress.
<Monthly>
Handle accounting and tax-related matters in collaboration with banks, the company’s CPA, and the BDA finance team in Hong Kong, including tasks related to bank account oversight, invoice processing, and withholding/residence tax administration.
Oversee labor management functions in coordination with the Social and Labor Consultant Office, covering areas such as paid leave, monthly payroll, housing allowances, and payroll/expense calculations for interns.
Develop and maintain an organized filing system for company records and manage periodic secure disposal of confidential documents.
Communicate with DBJ regarding BDA’s monthly internal on-demand training programs.
Arrange domestic and international travel logistics for employees from BDA’s overseas offices, including visa processing, transport, and accommodation.
Provide support to senior leadership on various ad-hoc initiatives and events, such as internal/external dinners, conferences, company off-sites, and CDR (Corporate Social Responsibility) activities.
Manage onboarding and offboarding processes, including procedures for new hires and resigning employees.
Support new team members through orientation, benefits enrollment, expense reimbursements, and internal communications.
Serve as a liaison with external service providers such as IT vendors, courier services, building management, service contractors, and suppliers of branded event materials.
Order business cards as required.
Assist senior officers with compliance tasks related to business continuity planning.
Perform other administrative duties as assigned by the company.
<Seasonally>
• January – Report of payment • February – Liaise with CPA accountant for annual final accounts
Essential Competencies
The successful candidate will be able to demonstrate the following competencies, which are considered core for the role.
• 5+ years experiences as administration lead, officer manager, or executive assistant
• Ability to handle multiple, simultaneous tasks in a fast-paced office
• Experience of a multinational company or similar sized office environments
• Native Japanese and business-level English proficiency, both verbal and written
• High proficiency in Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint
• Good interpersonal skills to work with different management levels
• Basic knowledge of Investment Banking and M&A advisory
• Experience with Salesforce is a strong advantage