Administrative Assistant and Operation Assistant

A Japanese bank in NYC is hiring Administrative Assistant and Operation Assistant.

Position Title: Administrative Assistant and Operation Assistant

Department: Middle Office

Location: New York, NY

Reports to: Assistant General Manager

Salary: 48K/year (Non-Exempt)

General Position Summary

This position is responsible for:

1. assisting the Client’s General Affairs functions and providing overall administrative support activities, and
2. conducting partial Back Office operations to assist Back Office.

Essential Job Functions

Administrative Support

• Answers and directs telephone calls; takes and transfers messages as necessary.
• Greets and assists on-site visitors, guests, clients and vendors, determines nature of business and announces/forwards to appropriate personnel.
• Serves tea and refreshments to visitors and clients, etc.
• Manages and maintains office and break room supplies.
• Provides assistance in proofreading documents written in English and edits them appropriately.
• Arranges reservations, such as hotel, flight and restaurant, etc. for Client staff.
• Prepares expenses, such as all Branch related payments, entertainment and reimbursement.
• Prepares invoices for all Branch related payments and vouchers for expense payment purposes.
• Responds to inquiries about invoices.
• Contacts vendors regarding General Affairs issues as needed.
• Is responsible for delivering FedEx and certified mails to the post office.
• Runs errands for the Branch when necessary.

Operation

• Files a list of previous day’s transactions. Files and maintains all operation related documents.
• Creates vouchers of Loan, Securities and Funding after receiving tickets from Front Office by entering data into Excel.
• Checks entered data on vouchers and GBS II.
• Confirms details of funds transaction with banks and/or brokers; confirms all funds transactions such as bonds, selling/buying exchange, swap and remittance other than funds transaction.
• Records daily transactions into a back-up tape.

Other & Miscellaneous

• Translates documents for internal operation purposes.
• Files and maintains documents and electronic documents.
• Provides assistance such as daily mail checks, general email checks, making daily reconciliation and other general affairs reports.
• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs special projects and other miscellaneous duties as assigned by manager and other senior company management.
• Maintains high ethical standards in the workplace.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with other managers, Client staff & outside contacts.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area.

Job Dimensions (Skills, Knowledge & Abilities)

Essential Job Skills

Accuracy, Attendance & Punctuality, Attention to Detail, Bookkeeping, Communication (Speaking, Reading, Writing) in English, Confidentiality, Dependability/Reliability, Ethics, Flexibility/Adaptability, Initiative/Follow Through, Judgment, Listening & Understanding, Math Skills (Basic), Multi-Tasking, Office Equipment Usage, Personal Computer Usage, Planning & Organizing, Problem Solving, Relationship Building, Team Participation, Time Management.

Compliance & Reporting

Compliance

• Performs duties to meet requirements of compliance manual, BSA/AML policy and applicable laws, regulations and any other required rules.
• Participates in trainings related to BSA/AML, other regulations and procedures.
• Verifies incoming and outgoing wire transfers to assure they are in compliance with regulations, such as OFAC and BSA/AML regulations.
• Reports any claims and complaints from clients to management.

Reporting (Violations of Laws, Regulations, Policies or Exceptions)

• Reports findings to the immediate supervisor/manager or the Compliance Officer.
• Reports to the Compliance Officer if the finding is related to the immediate supervisor/manager.
• Reports to the Deputy Compliance Officer if the finding is related to the immediate supervisor/manager and the Compliance Officer.
• Reports to the General Manager if the finding is related to the Compliance Officer, the Deputy Compliance Officer and the immediate supervisor/manager.
• Reports findings to the immediate supervisor/manager or the Compliance Officer.
• Reports to the Compliance Group and/or the International Business Promotion Group at the Headquarters in Japan in case the finding is related to the Compliance Officer and/or the General Manager.

Minimum Qualifications

Education Requirements

• High school diploma or general education degree (GED); or related experience and/or training; or equivalent combination of education and experience.

Work Experience Requirements

• No prior related experience or training required.
• Previous experience in general assistant function is a plus.

Supervisory Responsibilities

• None

Certificates / Licenses

• None

Work Environment & Physical Demands

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Work is performed in an office environment with quiet to moderate noise levels.

Tools & Equipment Used

• General office equipment including phones, fax, copier, scanner, personal computer, typewriter, calculator, etc.
• Software includes the use of Windows operating system, MS Office applications, GBS II.

Travel & Driving Requirements

Travel and driving is not an essential requirement for this position.

Essential Physical Tasks

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this position, the employee is required to frequently sit and occasionally must stand, walk, use hands and fingers and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight and adjust vision focus.

Please email me your resume to cschultz@pasona.com