Executive Assistant

About Us

Wellington Management offers comprehensive investment management capabilities that span nearly all segments of the global capital markets. Our investment solutions, tailored to the unique return and risk objectives of institutional clients in more than 60 countries, draw on a robust body of proprietary research and a collaborative culture that encourages independent thought and healthy debate. As a private partnership, we believe our ownership structure fosters a long-term view that aligns our perspectives with those of our clients.

About the Role

THE POSITION

The executive assistant will support the Tokyo office across all teams. The individual will perform a variety of administrative duties to ensure the office is running smoothly. The ideal candidate is a reliable professional with strong work ethic and excellent organizational skills who enjoys multi-tasking and is seeking a challenging and rewarding role. This position starts providing administrative assistance in Client Group but may rotate to support other teams outside of Client Group to align with the structure change and stakeholders’ needs.

RESPONSIBILITIES

Duties will include, but are not limited to the following as directed by manager:

CALENDAR MANAGEMENT

Has a good understanding of the managers needs and preferences and proactively manages calendar by resolving conflicts quickly and anticipating needs. Takes action using sound judgement.

EXPENSE REPORTING & INVOICE PROCESSING

Ensures American Express transactions and vendor invoices are processed in a timely fashion. Issues are resolved quickly and effectively, and approvals are chased appropriately.

INFORMATION MANAGEMENT

Maintains/organises files (including hard copy if required), data and contacts per manager preference, using tools such as Salesforce. Processes incoming / outgoing mail and packages efficiently if required.

MEETING COORDINATION / LOGISTICS

Executes meeting planning with comprehensive detail orientation. Ensures appropriate meeting participants are invited and have necessary information. Considers the global perspective of the team & participants. Provides adequate logistical support including: A/V support, dial-ins, room bookings, catering, materials, interpretation etc.

MATERIALS / REPORTING

Prepares and delivers accurate materials if required in a timely fashion. Demonstrates solid judgement in selection and preparation of materials and/or reports.

TELEPHONE COVERAGE

Call screening, gatekeeping, message taking and delivery in a professional and courteous manner.

TRAVEL PLANNING / SUPPORT

Executes travel plans per managers’ needs and preferences. Provides necessary information in support of travel (i.e. BCP itineraries, directions, etc.). Proactively coordinates travel related processes (i.e. visas, ground transportation if required).

ONBOARDING SUPPORT

Provides end to end assistance for a new joiner with consistent information available across the admin team to support smooth onboarding to the firm.

ABSENCE / VISITOR COVERAGE

Provides effective and efficient support during periods of peer absence. Adheres to all required tasks and skills of the role ensuring balanced support across all managers requiring support / cover.

OTHERS

• Mail and courier deliveries.

• Assisting with ad-hoc projects or other duties as assigned.

QUALIFICATIONS

We are looking for candidates that have the ability to demonstrate strong business maturity and work proactively in a fast-paced small office environment. The ideal candidate would also possess:

• 5 years or more of relevant professional experience as an administrative assistant.

• Experience in investment management and/or financial services background.

• Experience with organizing and supporting corporate events.

• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, OneNote & PowerPoint).

• Knowledge of client database tools such as Salesforce is advantageous.

• Effective interpersonal and communication skills with sound business judgement.

• High level of reliability, professionalism and discretion • Strong team ethic and ability to work independently.

• Outstanding service orientation and proactive problem-solving skills.

• Excellent organizational, multi-tasking, and prioritization abilities.

• Strong detail-orientation and work quality.

• Ability to work under pressure, tight deadlines and to accommodate last-minute changes.

• Positive, flexible and can-do attitude.

• Possess growth-mind set and comfortable to move forward in ambiguous working environments.

• Keep close attention to legal and compliance.

• Language fluency in English and Japanese is necessary.

Not sure you meet 100% of our qualifications?  That’s ok. If you believe that you could excel in this role, we encourage you to apply and welcome a chance to review your background. We are dedicated to building and maintaining a diversified workforce and considering a broad array of candidates with a variety of skill, workplace experiences, and backgrounds.

As an equal opportunity employer, Wellington Management ensures that all qualified applicants will receive equal consideration for employment without regard to race, color, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, age, ancestry, disability (physical or mental), medical condition, citizenship, marital status, pregnancy, veteran or military status, genetic information or any other characteristic protected by applicable law. If you are a candidate with a disability, or are assisting a candidate with a disability, and require an accommodation to apply for one of our jobs, please email us at [email protected].

We believe that in person interactions inspire and energize our community and are essential to our culture. In support of this commitment, our employees work from our offices 4 days a week with flexibility to work remotely 1 day a week. We believe that this approach ultimately supports our mission to deliver investment excellence to our clients and their beneficiaries over the long term.