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For Companies At a Glance
- Tasks: Support daily office operations and manage executive schedules in a dynamic environment.
- Company: Join a vibrant team in Central London, fostering collaboration and efficiency.
- Benefits: Enjoy a full-time role with opportunities for growth and a positive workplace culture.
- Why this job: Be part of a supportive team while enhancing your organisational and communication skills.
- Qualifications: Fluent in Japanese and English, with experience in office administration and strong multitasking abilities.
- Other info: Ideal for self-motivated individuals looking to thrive in an international setting.
The predicted salary is between 30000 - 42000 £ per year.
JOB TITLE: Office Administrative Assistant
LOCATION: Central London
REPORTING TO: Manager
EMPLOYMENT TYPE: Full-time (37.5H)/ Permanent
Job Summary
We are looking for a highly organized and proactive Office Administrative Assistant to support the smooth daily operations of our London offices. This role involves general office management, coordination with internal and external stakeholders, and contributing to a positive and efficient workplace environment.
Key Responsibilities
Office Administration
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Manage daily office operations to ensure efficiency and organization.
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Supervise and support the receptionist’s daily tasks.
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Report and follow up on issues related to office equipment, facilities, and security with relevant teams.
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Monitor and manage office-related budgets and purchasing processes.
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Handle procurement of office supplies and ensure budget compliance.
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Coordinate building access and visitor passes.
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Maintain office cleanliness and ensure adherence to office policies.
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Liaise with cleaning services for regular and ad hoc cleaning needs.
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Distribute internal communications related to office matters.
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Manage meeting room bookings.
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Communicate with global offices and external partners as needed.
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Ensure compliance with internal policies and external regulations.
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Perform other administrative tasks as assigned.
Executive Support
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Manage a senior executive’s calendar across multiple time zones.
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Arrange travel logistics including flights, accommodation, and transportation.
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Assist in preparing materials for meetings.
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Handle monthly expense claims (credit card and cash).
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Support with legal document handling and correspondence.
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Track international travel days for tax reporting purposes.
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Provide ad hoc support as required.
Requirements
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Proven experience in office administration or a similar role.
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Strong organizational and multitasking abilities with attention to detail.
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Friendly, approachable, and professional demeanor.
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Ability to build trust across all levels of the organization.
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Self-motivated, adaptable, and proactive.
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Discretion in handling confidential information.
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Strong problem-solving skills and ability to work independently.
Desirable Skills
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Experience in general affairs or corporate admin in an international setting.
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Excellent communication and interpersonal skills.
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Familiarity with budget and procurement processes.
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Fluent level of Japanese & English mandatory
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Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
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Professional appearance and attitude.
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Ability to work independently with minimal supervision.
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Strong task prioritization and time management skills.
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Office Admin Assistant (Japanese Speaking) employer: JAC Recruitment (UK) Ltd.
Contact Detail:
JAC Recruitment (UK) Ltd. Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Admin Assistant (Japanese Speaking)
✨Tip Number 1
Make sure to highlight your organisational skills during the interview. Since this role requires managing daily office operations, be prepared to discuss specific examples of how you've successfully handled multiple tasks and maintained efficiency in previous positions.
✨Tip Number 2
Demonstrate your communication skills by preparing to engage with various stakeholders. Practice articulating how you would liaise with both internal teams and external partners, especially in a bilingual context, as fluency in Japanese and English is essential.
✨Tip Number 3
Familiarise yourself with common office management software and tools, particularly Microsoft Office applications. Being able to showcase your proficiency in these tools can set you apart, as they are crucial for the role.
✨Tip Number 4
Prepare to discuss your experience with budget management and procurement processes. This role involves monitoring office-related budgets, so having concrete examples of how you've managed finances or resources in past roles will be beneficial.
We think you need these skills to ace Office Admin Assistant (Japanese Speaking)
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in office administration and any specific skills that match the job description, such as proficiency in Japanese and English. Use keywords from the job listing to make your application stand out.
Craft a Compelling Cover Letter: Write a cover letter that showcases your organisational skills and proactive approach. Mention specific examples of how you've successfully managed office operations or supported executives in previous roles. This is your chance to show your personality!
Highlight Relevant Skills: In your application, emphasise your strong problem-solving abilities, attention to detail, and experience with budget management. These are key traits the company is looking for, so make sure they shine through in your writing.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your professionalism and attention to detail, which are crucial for this role.
How to prepare for a job interview at JAC Recruitment (UK) Ltd.
✨Showcase Your Organisational Skills
As an Office Admin Assistant, being organised is key. Prepare examples from your past experiences where you successfully managed multiple tasks or projects simultaneously. This will demonstrate your ability to handle the demands of the role.
✨Demonstrate Your Communication Skills
Since this position requires liaising with various stakeholders, be ready to discuss how you've effectively communicated in previous roles. Highlight any experience you have in a multicultural environment, especially if it involved using Japanese and English.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities. Think of scenarios where you had to resolve issues related to office management or support a senior executive. Be specific about the actions you took and the outcomes.
✨Familiarise Yourself with Company Culture
Research the company’s values and culture before the interview. Understanding their approach to teamwork and communication can help you align your answers with what they are looking for in a candidate.
