Administrative Assistant

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns.

Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

Position Description

We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Tokyo admin team to support multi-function teams (approx. 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organizational skills and an aptitude for problem solving.

Responsibilities :

• Coordinating & scheduling internal / external meetings - Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals / refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
• Maintaining calendars – Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global PIMCO calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up & running of the meetings. Preparation of any travel agendas and meeting materials.
• Video / audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements – Process expense reports through the Concur system; monitor and track managers’ expenses until reimbursement; Reconcile monthly credit card statements to all expenses on time
• Filing and organizing administrative paperwork
• Invoicing

Position Requirements

In addition to displaying a strong commitment to PIMCO’s culture, values and approach, personal characteristics for this role include :