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Purpose:
The Executive Assistant is responsible for coordinating and overseeing support functions of the Athene Japan team. This role reports to the SVP of Corporate Development. The role involves providing exceptional administrative support, as well as managing and optimizing various operational processes to ensure the smooth functioning of the office.
Accountabilities:
- Schedule and organize meetings, conferences and off sites including all related logistics.
- Arrange complex travel plans and compose detailed itineraries, securing necessary travel documents and visa coordination.
- Allocate and process expenses for senior executive/s using the Concur expense management system.
- Oversee the management of physical and electronic documentation, ensuring proper classification, secure storage, and compliance with internal protocols for materials such as NDAs, contracts, meeting minutes, presentations, and financial records.
- Implement control and safekeeping for critical corporate assets including corporate seals and bank accounts opened in the names of corporations
- Maintain the client database including business card management
- Collaborate with finance teams to ensure accurate and timely financial recordkeeping.
- Coordinate with vendors and oversee office support duties and services.
- Maintain relationships with suppliers and manage procurement-related documentation.
- Collaborate with IT teams to help ensure the smooth functioning of computer systems and networks.
- Manage office supplies, consumables, and general office inventory.
- Perform other related general administrative tasks for senior executive/s as assigned and required.
- Coordinate closely with team members and other assistants to provide phone coverage, guest support and any back-up assistance as needed.
Qualifications and Experience:
- 8+ years of combined Office Manager and Executive Assistant experience.
- Bachelor's degree in business administration, management, or equivalent experience.
- Experience supporting C-suite or senior global executives.
- Prior work in financial services or multinational companies, especially where cross-border coordination is frequent.
- Excellent organizational and problem-solving skills.
- Effective communication and interpersonal abilities.
- Ability to work well independently under pressure and manage multiple priorities.
- High level of discretion and professionalism, especially dealing with sensitive information.
- Willingness to work outside normal business hours.
- Business level English proficiency.
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Athene is committed to inclusion and is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, veteran status or any other status protected by federal, state or local law.