Company overview
A global leader in active fixed income with deep expertise across public and private markets.
Responsibilities
Meeting Coordination: Organize and schedule internal and client meetings for managers. This includes managing calendars, preparing and distributing agendas and materials, arranging meals or refreshments, and handling logistics such as conference call and video conferencing setup.
Calendar Management: Keep track of managers’ and team calendars, ensuring consistency across both global and local schedules.
Global Client Meeting Scheduling: Work with executive assistants in international offices to ensure seamless coordination of client meetings. Prepare travel plans and meeting documents as necessary.
Conference Setup: Arrange and facilitate video and audio conferencing across global locations.
Travel & Accommodation Arrangements: Book flights, hotels, and ground transportation in accordance with company travel policies, and create detailed travel itineraries.
Expense Reporting: Submit expense reports via the Concur system, track reimbursements, and ensure monthly credit card statements are reconciled with submitted expenses on time.
Administrative Paperwork: Organize and maintain administrative documents and files.
Invoice Processing: Handle invoice submissions and follow up as needed.
Position Requirements
Experience: A minimum of 8 years of relevant experience is required for the Administrative Assistant role; candidates with more extensive experience may be eligible for the Senior Administrative Assistant position.
Organizational Skills: Strong ability to stay organized, manage time efficiently, and maintain a high level of attention to detail.
Technical Proficiency: Comfortable using computers and various technological tools.
Communication Skills: Possesses strong interpersonal and communication abilities.
Team Collaboration: Able to work well with others and contribute positively to a team environment.
Results-Oriented: Goal-driven with a strong sense of accountability and urgency to deliver outcomes.
Team Support: Willingness to assist colleagues and foster a collaborative team spirit.
Language Proficiency: Proficient in both Japanese and English—written, verbal, and reading comprehension.
In addition to displaying a strong commitment to PIMCO’s culture, values and approach, personal characteristics for this role include:
Thrives Under Pressure: Able to excel in a dynamic, fast-paced professional setting where priorities frequently change based on business demands.
High Standards & Precision: Committed to producing high-quality, detail-oriented work that is consistently accurate, complete, and delivered on time.
Excellent Communication: Strong written and verbal communication skills.
Outstanding Organizational & Project Management Abilities: Demonstrates exceptional skills in organizing and managing multiple ongoing initiatives effectively.