Associate (Administrative Officer)- Tokyo

Blackpeak is hiring an Administrative Officer to be based in our Tokyo office

Position Overview

Blackpeak is hiring an Administrative Officer to be based in our Tokyo office. The position will provide regional support and assistance in administrative, marketing and research functions. The main responsibilities are:

Administration:

  • Maintain and update company and administrative files regularly (e.g. external consultants and other third-party vendors)
  • Maintain office space and inventory of office supplies
  • Maintain daily meeting schedule and make meeting room bookings
  • Make travel (flights, hotels, visa applications) and meeting arrangements for colleagues
  • Work in conjunction with colleagues and administration staff in other offices, including conducting conflict checks
  • Research office options with commercial real estate providers
  • Arrange and monitor office renovation and relocation (e.g. arrange relocation logistics, monitor renovation progress, set up utilities)
  • Monitor vendor contracts and expiry dates, negotiate quotation with vendors
  • Assist management team and research team to track and sign up for industry events
  • Onsite support and coordination for company events
  • Co-ordinate the submission of expense reports, and ensure everyone submits his/her expenses for the month before the deadline
  • Scan and forward monthly auto pay bills to HK for accounting, e.g. bank charges, database bills, etc.
  • Handle other ad-hoc duties as assigned

Marketing:

  • Manage the company’s client relationship management (CRM) system: input data into the system and help to keep the data updated
  • Assist Japan office with developing creative content
  • Assist in setting up booths for conferences and other corporate events
  • Translate company materials from English to Japanese and vice versa as per instructions
  • Handle other ad-hoc duties as assigned

Research:

  • Assist with open-source research in Japanese and English of official records, media databases, social media and other publications in support of the company’s professional engagements under the direction of a case manager. Research findings must be written to the format and standard of Blackpeak.

Desired Skills and Experience

  • University level education
  • Minimum of 3 years’ administration, marketing or research experience
  • Proficient in MS Office (Word, Excel and Powerpoint) and basic research
  • Well organized, detail-oriented and independent self-starter
  • Ability to meet deadlines, prioritize workload and multi-task under pressure
  • Possess strong ethical standards and commitment to maintaining the confidentiality of sensitive information
  • Ability to work well in a team environment, supporting colleagues with different backgrounds in various Blackpeak offices
  • Good communication skills
  • Good command of both written and spoken English and Japanese

If your qualifications, experience and aspirations match our requirements, please send your CV and cover letter to careers@blackpeakgroup.com

All data provided will be treated in strict confidence and is for recruitment purposes only.  Only short listed candidates will be notified.

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