Administration Assistant

A Japanese international shipping and LNG carrier company is currently recruiting an Administration Assistant to join their London office, ideally with experience in a Japanese corporate role supporting senior staff.

Delivering vital administrative and clerical support, you will ensure the department operates efficiently across Europe, encompassing daily office tasks, organising meetings, arranging travel plans and accommodation, and communicating company needs internally.

The ideal candidate would be organised, proactive, and able to support day-to-day operational activities effectively, with knowledge of Japanese corporate culture or language.

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.