A Japanese global trading company is seeking an administrative assistant who will be responsible for the full administration support to the company's NYC office.

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  Manage the day to day administration services. Identify and negotiate with internal stakeholders, external vendors and service providers as appropriate as needed.
• Responsible for the administering of expenses claims and supporting documents.
• Manage the arrival of visitors including the registration with reception, implementation of safety protocols, if necessary, and ensure that meeting rooms are tidy and properly presented for meetings.
• Provide a high standard, welcoming and comprehensive reception and general service to visitors.
• Manage Company events and support business meetings ensuring budgetary approval and controls of all events.
• Support the file keeping process and company records by ensuring all documents are properly maintained and secure.
• Arrange catering for meetings and client entertainment bookings
• Support business travel arrangements as required (including visa applications, travel insurance, hotel bookings, etc.) and in accordance with company policy, protocols and business conduct guidelines.
• Maintain the short term business visitor process and reporting requirements in conjunction with HR team. Check for visa and other travel essentials required for trips and check these in a timely and proper manner.
• Order and maintain office supply and stationery stocks including business cards etc.
• Manage first aid requirements including arranging training. Maintain office First Aid boxes and visitor information and safeguarding in an emergency.
• Process orders, when authorized and delegated to do so, for non IT items such as stationary, office furniture and small electrical appliances.
• Manage designated mailbox and take necessary action for requests/enquiries. Arrange and follow up courier, special delivery and postal services; incoming and outgoing, internal and domestic and international.
• Ensure the company's contact lists are up to date and accessible for continuity reasons.
• Provide support with managing insurance contracts and services.
• Complete any Ad hoc project requests as required by the CEO.
• Assist and support facility management, collaborate with Head of IT Infrastructure and GA team of the company.
• Support and liaise with any general service providers such as building manager and other contractors, communicating with Head of IT Infrastructure. Plus contract renewals.

Requirements:

• More than 3 years of administration or office management experience is required, preferably in the finance industry.
• Computer literacy: Intermediate Word, Outlook and Excel skills.
• Excellent attention to detail and accuracy.
• Excellent oral and written communication skills.
• Able to work discreetly and to strict deadlines.
• Excellent organizational skills; able to work with minimum supervision, be focused and reliable.

To apply please email your resume to nkagaya@pasona.com.