Investment Group Support | Global Asset Management Firm

About the Company

Our client is a leading global asset management firm with a long-established presence across major financial markets worldwide.

The firm is known for its collaborative culture, long-term investment philosophy, and global investment platform. The Tokyo office works closely with investment professionals and stakeholders across Asia-Pacific and other international markets.

This position offers the opportunity to support senior investment professionals while developing exposure to the asset management industry within a highly international environment.

Position Overview

The Investment Group Support Coordinator provides high-level administrative and operational support to Investment Managers and the broader investment team.

The successful candidate will proactively manage a wide range of responsibilities, including executive scheduling, international travel coordination, expense management, reporting support, meeting coordination, and communication with internal and external stakeholders.

The position is offered initially through a temporary arrangement with the intention of converting to a fixed-term employee status. Following conversion, employees receive benefits comparable to those provided to permanent employees.

Key Responsibilities

Executive & Team Support

• Complex calendar management for senior investment professionals
• Prioritization and coordination of meetings and schedules
• Coordination of internal and external meetings
• Management of meeting rooms, visitor access, and event logistics
• Reception and support of visiting stakeholders and guests

Travel Coordination

• Management of complex domestic and international travel arrangements
• Visa and passport coordination
• Preparation of detailed travel itineraries
• Coordination of travel-related logistics and risk requirements
• Support for travel expenses and reimbursement processes

Reporting & Administrative Support

• Preparation of presentations, reports, and correspondence
• Update and maintain departmental reporting requirements
• Track and compile market and internal information
• Create charts, graphs, tables, and presentation materials
• Support basic analysis, auditing, and information gathering activities

Expense Management

• Process multi-currency expense reports
• Reconcile corporate card and employee expenses using Concur
• Ensure timely and accurate submission of expense documentation

Team & Project Support

• Support departmental meetings and events
• Provide backup coverage for other assistants
• Participate in project initiatives and process improvement activities
• Identify opportunities to improve administrative efficiency and workflow

Required Qualifications

• Experience as an Executive Assistant, Team Assistant, Department Coordinator, Project Coordinator, Sales Support, or similar role
• Strong organizational and prioritization skills
• Experience supporting senior stakeholders
• Advanced Microsoft Office skills
• Business-level English communication skills
• Fluent Japanese communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Excellent attention to detail and follow-through

Preferred Qualifications

• Experience within financial services, asset management, investment banking, consulting, professional services, or multinational organizations
• Experience supporting senior executives or investment professionals
• Experience using Concur or similar expense management systems
• Interest in financial markets and the investment industry

Ideal Candidate

• Highly proactive and service-oriented
• Strong sense of ownership and accountability
• Excellent communicator
• Strong collaborator and team player
• Calm under pressure and adaptable
• Solutions-oriented mindset
• Strong judgment and discretion when handling sensitive information