We are currently looking to recruit an Administrative Assistant on behalf of one of our clients specializing in investment management, corporate financing, and consulting services across the continent.

Job Summary:

The incumbent will provide comprehensive executive and office support to ensure smooth operations and strategic decision-making. They will also assist with financial reporting, transaction processing, payments, and record management, while ensuring compliance and supporting the Finance Manager with ad-hoc financial tasks.

ROLES & RESPONSIBILITIES:

Administrative Duties

• Executive Support: Assist the Managing Director and executive team with research, data compilation, and preparation of reports to support strategic decision-making.
• Meeting Coordination: Schedule and organize meetings, prepare agendas, compile briefing materials, take accurate minutes, and track follow-up actions.
• Office Operations: Manage day-to-day administrative functions to ensure smooth workflow and operational efficiency.
• Correspondence & Documentation: Draft, review, and respond to internal and external communications professionally; maintain organized records for easy retrieval.
• Travel & Logistics: Arrange travel, accommodation, and itineraries for staff and visiting executives, ensuring cultural considerations.
• Vendor & Resource Management: Coordinate with suppliers and service providers to maintain office supplies and equipment.
• Ad-hoc Support: Handle special projects and administrative tasks as assigned, demonstrating flexibility and problem-solving skills.

Finance Duties

• Financial Reporting Support: Assist in preparing monthly management accounts and financial reports to support strategic decisions.
• Transaction & Banking Operations: Process accounts payable/receivable, bank transfers, and other financial transactions with proper authorization and documentation; ensure statutory compliance and liaise with auditors and accounting teams as needed.
• Payments & Record Management: Settle invoices, process payment requests, and maintain accurate financial records for all transactions and expenses.
• Ad-hoc Finance Support: Provide additional financial and administrative assistance as assigned by the Finance Manager.

Required Qualifications & Skills:

• 3+ years of experience in administration and finance roles.
• Experience in the banking sector is an added advantage.
• A bachelor’s degree in business administration, finance, accounting, or a related field.
• Experience working with Japanese staff or in a Japanese business environment is a strong advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Key Competencies:

• High ethical standards and ability to handle confidential information.
• Strong accuracy in administrative and financial tasks.
• Excellent written and verbal communication skills; ability to manage multiple priorities.
• Ability to work independently and collaboratively in a multicultural environment.
• Respect for Japanese business etiquette and professional demeanor.

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for job placement.