The newly opened representative office in Tokyo is seeking an assistant who provides administrative support to staff, including travel arrangements and secretarial assistance in project preparation. The Assistant provides comprehensive high quality secretarial support to staff and also works in cooperation with service providers.
Accountabilities & Responsibilities

• Screen telephone calls, taking messages and passing them on as appropriate, providing a professional front of house service.
• Distributions of mail, sending out fax messages ensuring the correct correspondence gets to the correct EBRD staff members.
• Manage the diaries of the staff if required to assist with the smooth running of the office and key stakeholder’s schedules.
• Proof read and draft routine business correspondence for staff’s signature, editing, photocopying, scanning and binding documents;
• Organising conference calls, video conferences, external and internal meetings;
• Travel arrangements for various business trips, including visas arrangements and preparation of ECFs and following up reimbursement process
• Providing administrative support in project preparation/ due diligence/ monitoring: updating projects databases and filing project documents, preparation of contract request forms, communication with TC team
• Assist in arranging workshops and seminars, preparing presentations for internal and external meetings;
• Working with visiting missions in the related areas
• Ad-hoc other secretarial and administrative duties when required.

Knowledge, Skills, Experience & Qualifications

Academic Qualifications

• Higher education
• Fluent in English and Japanese, with excellent written and oral communication skills

Experience/Knowledge

• Secretarial and administrative experience essential
• Good organisational skills, proactive and flexible attitude to work essential.
• Ability to prioritise own work and to work on own initiative.
• Good communications skills, including pleasant and efficient telephone manner
• Attention to detail and eye for accuracy
• Ability to cope well under pressure
• Ability to build effective working relationships with clients and colleagues in a multicultural environment
• Conscientious, reliable and flexible with a professional and helpful attitude.
• Strong team player, with the ability to work highly efficiently and cheerfully and to handle simultaneous assignments involving a wide range of bank-wide contacts.
• Willing to work overtime as and when required, sometimes at short notice.
• Ability to multi-task while remaining calm and professional and a capacity for hard work.
• Excellent interpersonal manner, including tact and diplomacy.
• Ability to exercise judgment on and deal discretely with confidential/sensitive information and data.
• Ability to take on responsibility.
• Excellent time-keeper.

Technical Skills

• Computer literate: Windows: Microsoft Outlook, Word, Excel, PowerPoint