Japanese Speaking Administration Assistant

A Japanese international shipping and LNG carrier company is currently recruiting a Japanese speaking Administration Assistant to join their London office.

In this role, you will be responsible for delivering vital administrative and clerical support to the executive office, and ensuring the department operates efficiently. This role encompasses handling daily office tasks, maintaining accurate records, organising meetings, and providing assistance with various administrative responsibilities as needed.

The ideal candidate would be organised, proactive, with strong Excel abilities and communication skills. Experience in a corporate environment supporting senior staff will be key.

TYPE:

Full-time, Permanent

WORKING HOURS:

9:00-17:00 from Monday to Friday

SALARY:

Negotiable

LOCATION:

City of London

Administrative Assistant Main Responsibilities:

• Provide comprehensive administrative support to internal divisions.
• Arrange travel, accommodations, and process expense claims for staff as required.
• Coordinate travel logistics for overseas visitors.
• Manage administration for staff training sessions, conferences, and bookings.
• Assist in organising meetings by scheduling, preparing agendas, and recording minutes when needed.
• Support Executive office members (Head of secretariat, PA and another administrator) in maintaining the group diaries.
• Provide administrative assistance to Senior managements.
• Organise internal and external meetings, as well as team-building events, ensuring all necessary arrangements are in place.
• Maintain accurate records and manage databases as needed.
• Undertake any other administrative tasks as directed by Division management.
• Assist in coordinating and arranging external office events.
• Raise POs and arrange invoice payments.
• Create new suppliers and change bank details in the system.
• Create service fee invoices quarterly basis.
• Entering details of company card claim in Focal Point.
• Maintain divisions records and manage databases as needed.
• Manage business card ordering as an administrator.
• Book meeting rooms, restaurants, and venues for events.
• Arrange couriers and sorting post.
• Renew subscriptions annually.
• Undertake any other administrative tasks as directed by Division management.