Description
We're seeking a secretary to join our Tokyo office, supporting our fee earners and contributing to the smooth operation of our team.
Responsibilities:
- Produce and amend documents with speed and accuracy
- Support other members of the secretarial team and provide cover as needed
- Manage diaries of allocated fee earners using Microsoft Outlook
- Prepare papers for meetings and handle paperwork
- Manage conference rooms and video conference settings
- Make travel arrangements and book hotels and flights
- Maintain client and contact details on our in-house database
- Undertake secretarial billing-related tasks
- Set up vendor requests and prepare vouchers for invoices
- Prepare and submit expense claims
- Perform photocopying, scanning, and printing as required
- Manage archives and storage
- Establish and maintain filing systems
- Maintain office inventory lists
- Answer phone calls and take messages
- Provide full support to fee earners and carry out other duties as requested
- Assist with reception duties, including serving beverages and receiving courier deliveries
- Liaise with the Asia IT team to resolve IT-related issues
- Perform other ad-hoc tasks as instructed
Requirements:
- Relevant secretarial experience preferred, but not essential
- Effective and efficient administration skills
- Ability to manage pressure and conflicting demands
- Good verbal and written communication skills in Japanese and English
- Good PC skills, including Word, Excel, PowerPoint, and Outlook
- Ability to work in a team and be a good team player
- Flexibility in responding to fee earners' and office management's requests
- Polite, helpful, organized, approachable, and responsive
- Pro-active and 'can-do' attitude
Work Conditions:
- Working hours: 10:00 AM to 6:00 PM, Monday to Friday
- Work is almost entirely office-based, with occasional need to work extra hours
- Overtime allowance paid with prior approval
Probation:
- Six-month probationary period after joining the firm