Research Assistant, Japan Research

Job Description:

Responsibilities:

Administration Support:

• Provide extensive secretarial support to Research team including general duties such as email management, typing meeting minutes, printing documents, photocopying, scanning, filing, mail merges, travel and accommodation coordination (domestic and international), expense management, invoicing, maintaining  stationery and office supply levels etc
• Handle communications on behalf of the  Research Associates (if required) including daily maintenance of digital diaries, arranging/accepting meetings, answering incoming telephone calls and managing meeting commitments
• Maintain professional and friendly communications as the first point of call for general internal and external enquiries and correspondence
• Coordinate and manage meeting and event logistics including venue set up, meeting invitations, and preparation of documentation and materials
• Arrange internal and external breakfasts, lunches and dinners

• Prepare & update presentations using Microsoft PowerPoint
• Create and manage spreadsheets, utilizing techniques such as pivot tables, macros and graphs in Microsoft Excel
• Extensive Microsoft Word processing and drafting of letters and correspondence
• Keeping up to date with office procedures, policy guidelines and compliance requirements
• Continuous updating of Floor plans, Organizational Charts & Expense Sheets
• Coordinating on-boarding and off-boarding activities including computer set-up, phone, and office supply arrangement, etc.
• Maintain confidentiality and privacy with respect to sensitive information
• Assist with ad-hoc projects or other duties as assigned

Internal Reporting:

• Complete Travel and Entertainment reports using the Concur system
• Follow up on expense discrepancies and missing receipts
• Assist Research Analyst’s licensing applications, visa applications and any other travel documentation required for their client marketing trips, attendance at conferences and other corporate access events
• Properly submit travel requests via the Eform system, ensuring all approvals are obtained, all fields are properly completed for the submission
• Assist Research Team in identifying client expenses that involves Government or Government related entities, and submitting pre-approval requests in accordance with BofAML Compliance policy

QUALIFICATIONS, EXPERIENCE & COMPETENCIES

Qualifications:

• Graduation or Above
• Strong command in Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint and related programs
• Good command of written and spoken English
• Native level Japanese is required.

Experience:

• Minimum 3 years of relevant administrative support experience from financial institutions, candidate with experience supporting the front office business will be highly preferable
• Experience with basic desktop publishing applications is preferred
• Demonstrated experience with high efficiency and accuracy of typing and word processing
• Experience in diary and travel management (Concur system experience desired)
• Experience with complex telephone systems, conference calling facilities etc.

Competencies (Knowledge, Skills and Behaviours):

• Enhanced communication skills, including the ability to effectively communicate requests and instructions to a wide variety of internal and external stakeholders
• Demonstrated ability to be a team player and work cooperatively with other stakeholders to further develop the organization
• Ability to work independently with a proactive approach to taking on a broad range of responsibilities
• Possess superior organizational and time management and flexibility and adaptability to manage changing work requirements with varying volumes of work
• Ability to manage multiple tasks simultaneously, identify and solve problems, manage and meet deadlines, maintain a high quality of work and attention to detail whilst also remaining calm under pressure
• Possess a personal presentation that reflects a professional image and the values of the organization
• Commitment to, and enthusiasm for, client services and delivery