Executive Assistant

Location

Kasumigaseki Building 33rd Floor - Kasumigaseki Building 33rd Floor, 3-2-5 Kasumigaseki,

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

Purpose of the role:

The Executive Assistant will provide day to day administrative support to the Investment teams in Brookfield Japan. They will foster open communication, embody the values of teamwork, efficiency, and professionalism, therefore playing a pivotal role in cultivating the company culture.

Responsible for:

Delivery of proactive secretarial support in order to manage the day- to-day requirements, including:

• Provide executive assistance support to the Investment teams as well as overflow support to the administration team, i.e., assist with event preparation, concur coding and office administrative tasks when required
• Diary management for nominated team members including meeting room bookings, teleconference set up, catering, conferences, and events
• Managing MS Office Calendars by creating invites, responding to invitation requests, coordinating with other Global EA’s and key internal and external stakeholders in a timely manner
• Manage end to end travel including flights, visa processes, documentations, hotels, transportation expense claims
• Support in the organisation of meetings, video and teleconferences for the broader team as required
• Manage seminar / webinar logistic support for teams
• Preparation of PowerPoint presentations as required
• Translate/prepare presentation material, prepare packs for meetings
• Assist in translation requirements for non-Japanese team members.
• Photocopying/printing/binding of documents, as required by team members
• Manage and process invoices as required
• Process AMEX card applications, cash claims, Concur expenses, ensuring they are paid timely
• Collection and distribution of mail
• Support the onboarding for new starters in the Investment teams, updating the organisation chart to reflect the new positions and conducting new starter orientation for these individuals.
• Support offboarding for employees in the Investment teams, including IT access switch off, arranging return of company assets
• Support and contribute to the APAC EA/Admin support network, attend monthly meetings and provide regional updates
• Report gifts & entertainment for the Investment team

Qualifications/ Experience/Skills

• Team player who’s willing to contribute to a collaborative work environment
• Business Administration Certificate or Equivalent
• Multilingual – native Japanese and fluent in English
• 5-7 years team assistance experience in an office/corporate environment supporting management
• Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment

• Respect for privacy and confidentiality
• Experienced in using Microsoft Office products including PowerPoint, Microsoft Word, Microsoft Excel and Microsoft Outlook, Visio.
• Strong organisational skills
• Excellent written and verbal communication skills
• High attention to detail
• Ability to:   
  • Work independently (unsupervised)
  • Prioritise tasks
  • Communicate effectively and confidently with all members of the team
  • Adapt to change in arrangements
  • Interact at all levels within the organisation and external contacts
• Self-starter who displays a high level of initiative and willingness to learn.

• Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team

Document management including creating and maintaining effective filing and archiving process for the Investment teams

• Provide office management assistance to the Senior Executive Assistant
• Provide administrative support to other teams when time warrants, during absences, holidays etc.
• Support for local office events
• Assist visiting employees and executives with meeting arrangements, desk allocation, presentation formatting, travel and visit arrangements, printing, catering etc.

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it.  Accordingly, we do not tolerate workplace discrimination, violence or harassment.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.