Executive assistant within COO Division

Direct Responsibilities

• Scheduling and other secretarial jobs or assignments for the Chief Information Officer and CIB Operations Head, and their teams.
• Support CIO and Head of GM Ops and their teams in the following:
  1. Acting as a first point of contact dealing with correspondence and phone calls
  2. Managing diaries and organizing meetings and appoints, often controlling access to the managers,
  3. Booking and arranging travel, transport and accommodation for manager and department staff
  4. Organize events and conference,
  5. Reminding the managers, team leaders and staff of important tasks and deadlines
  6. Manage department organizational charts
• Serve as the point of contact for outsourcing and supplier risk management activity/assessment for IT and Operations.

Contributing Responsibilities

• Contribute to develop innovation (bring ideas. new products, new processes…).
• Minimize operational failure, including but not exclusively, the risk of fraud, by implementing sufficient regular controls, by measuring operational risk and taking actions to maintain it at an acceptable level.
• Ensure appropriate escalation to management and/ or Permanent Control and/ or Compliance as appropriate as soon as an issue remains unsolved beyond and above what can be reasonably handled within the considered remit.
• In performing the role, ensure adherence to AML/FS-related Group Policies and execution of associated operational controls, and to promptly escalate any resulting hit for analysis and decision.
• KYC Culture: Follow trainings about Data Quality and Data Integrity in order to spread « Know Your Data » culture
• Goldenization: Integrate under governance critical data related to his/her responsibility area

Data monitoring: Implement dashboards related to the quality / integrity of RADAR critical data related to his/her responsibility area

Technical and Behavioural Competencies required

• Ability to prepare meeting material and presentation
• Ability to manage executive schedules 
• Ability to work under pressure independently
• Ability to work in a dynamic environment
• Proactive attitude

Experience and Qualifications required

• Proven PA Capability 
• Previous experience in the Finance industry – Securities/ IB background
• Native Japanese and business Level English language skills