Executive Assistant

Location

Roppongi Hills Mori Tower - 17F, 6-10-1 Roppongi,

Business - Private Wealth

Brookfield is one of the world's largest alternative asset managers, with a 100+ year heritage of owning and operating assets and businesses that from the backbone of the global economy. Through its broad platform, the firm offers investment strategies across real estate, infrastructure, renewable power and transition, private equity, and credit.

Brookfield's private wealth team extends these capabilities to intermediaries worldwide, partnering with financial advisors to provide institutional-quality investment opportunities and differentiated insights that support long-term objectives.

Brookfield Culture

Brookfield has a unique and dynamic culture.  We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader:  Entrepreneurial, Collaborative and Disciplined.  Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

Job Description

The role provides administrative support to the Brookfield Private Wealth team including Executive Assistant (EA) coverage for all members of the team.

Core Responsibilities

• Provide executive assistance support to the BPW teams with calendar management and scheduling (internal and external meetings) including room bookings and IT set-up

• General office administrative tasks when required

• Track confirmed meetings for roadshows or events in excel or other centralized source

• Manage end to end travel including flights, visa documentations, hotels, transportation and agendas according to Brookfield travel policy

• Manage and process invoices as required.

• Process AMEX card applications and input expenses to Concur, ensuring they are processed and submitted before payment cut-off dates

• Reservations and administrative matters relating to investor seminars, teach-ins and fund launch sessions hosted by Brookfield including organizing technology, catering, materials, e-mail communications and other items as needed

• Manage internal distributions lists

• Manage business cards received by the team, including inputting contact details into Salesforce

• Communication with local translation agency on marketing materials (quick translation check).

• Ensure electronic filing of designated marketing materials is efficiently organized and maintained

• Liaise with the compliance team on best practices regarding any meetings with government officials.

• Schedule and manage logistics for internal local office / team events

• Assist in drafting meeting agendas and organize printing of meeting materials.

• Submit IT requests for team as required

• Assist with onboarding tickets for new starters and desk set up

• Available for various team and office events and on-site management of events where necessary. Overtime work may be required, as needed.

Additional Responsibilities

The role will be responsible for managing and scheduling a high volume of meeting requests and logistics relating to external fundraising efforts across multiple platforms within Brookfield Asset Management.

• Manage the scheduling program specifics for all fundraising-related prospecting and diligence meetings across multiple asset classes, involving both internal and external stakeholders.

• This will involve seeking and providing availability to Client Relationship Managers for global senior team members to join fundraising meetings using Monday.com platform

• Along with internal stakeholders, seek availability for senior team members to join in-person fundraise roadshows and organise travel agendas and logistics where required

• Coordinate investor meeting logistics including booking rooms, building access, catering, printing agendas/materials and transportation for both 1:1 meetings and local roadshows

• Assist with Pre-Meeting Report consolidation and formatting

• Submit Salesforce meeting requests, and update associated details when required

• Manage logistics for investor events, including preparing and maintaining the invitation list and the list of attendees

Key Competencies Required

• Prior experience as an executive assistant or in a similar administrative role, ideally within financial services or asset management.

• Extraordinary attention to detail, pro-active approach to task management, and capable of sustained independent work.

• Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment

• Able to prioritize calendars, meetings, responses and tasks with accuracy, concision, and professionalism.

• Excellent written and verbal communications skills.

• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and familiarity with Concur, Salesforce and Monday.com, or the ability to learn them quickly.

• Demonstrated ability to handle confidential information appropriately.

• Seamless capability of holding professional interactions with various staff members at all levels and in multiple geographies

• Ability to manage a poised, task-oriented composition in a fast-paced environment, occasionally under time pressure, with a high level of professionalism and confidentiality.

• Ability to adapt to change and pro-actively seek and implement tasks as time allows.

• Ability to balance conflicting priorities to manage workflow and ensure the completion of essential projects.

• Native-level Japanese and conversational English.

• Ability to leverage AI tools to perform tasks efficiently.

• Ability to collaborate with EAs and Office Managers in other teams as needed.

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. We do not tolerate workplace discrimination, violence or harassment. We are proud to be an Equal Opportunity Employer and make employment decisions based on qualifications, merit and business needs, without regard to any characteristic protected by applicable law. Applicant information is collected and handled in accordance with our Applicant Privacy Notice.