TIAA Office Manager, Tokyo in Tokyo, Japan
Nuveen is the investment management arm of TIAA. It is one of the largest global asset managers with specialist knowledge across a wide array of asset classes, including fixed income, listed equities and alternatives. Nuveen is driven not only by the independent investment processes across the firm, but also the insights, risk management, analytics and other tools and resources a truly world-class platform provides. As a global asset manager, our mission is to work in partnership with our clients to create outcome-focused solutions to help them secure their financial future. For more information about the firm please visit our website at www.nuveen.com
KEY RESPONSIBILITIES AND DUTIES:
Participates in ongoing production processing and performs basic operational tasks under direct supervision.
Key Responsibilities and Duties
Completing assigned tasks within agreed upon timeframes.
Participating on project teams that are developing or implementing new products or services.
Performing quality assurance checks of peer deliverables.
Developing or upgrading product documentation and service manuals.
No Experience Required
High School, Preferred
- Physical Requirements: Sedentary Work
Primary responsibilities of the Office Manager include oversight and management of the Tokyo office operations, general administrative and travel support for Tokyo staff and support of the Company Secretary functions required in Asia. The role involves working closely with the Co-Heads of the Tokyo office, the Tokyo office staff, building management and support services as well as supporting Directors of APAC boards, investment and other committees in the discharge of their duties, ensuring decisions taken
Key responsibilities will include: Tokyo Office Administration and Oversight;
Maintain a comprehensive filing system to keep up to date records of all key documents and agreements.
Ensuring that data and systems are maintained for accuracy, consistency and business continuity.
Handling invoices for office expenses, including coding and arranging appropriate authorisations.
Oversight of office mobile phone program.
Support of over time and time off tracking in support of Japan work rules.
Work closely with IT support to ensure smooth service to employees and timely action on IT issues.
Liaising with the accounts payable team in London to ensure timely payment of office invoices.
Organisation of travel arrangements, including itinerary, liaison with clients on meetings, setting up venues where necessary.
Scheduling conference calls and video conferences, circulating materials and dial-in details
Supporting / arranging the schedule of internal / external meetings for employees of Nuveen Japan
Working on the expense submission process for senior staff
Coordinating the itinerary / schedule for global colleague visitors
Ordering the office equipment, supplies and stationary
In charge of the communication with IT team to solve the IT related issue for the Japan distribution team.
Working on the key role for BCP / Disaster Recovery process as the office manager
Coordinating promotion materials with global marketing team
Handling, distributing and sending all mail and courier services in timely manner
Office admin services covering office and break room supplies supplies and equipment leasing
Coordination with Office Managers from other APAC regions, ensuring strong cross-office communications and coordinating services as required.
Technical Skills & Qualifications Required
Proficient in the use of Outlook, PowerPoint, Microsoft Word and Excel.
Minimum 5 years experience in an administrative support capacity, preferably in Real Estate, Asset Management or a financial industry.
Previous minute writing experience or exposure to analysing and recording technical matters.
Ability to analyse complex situations and identify appropriate action
Ability to work independently with minimal supervision
Strong organization and project management skills
Excellent communication skills, including command of both Japanese and English languages.
Knowledge of Japanese business custom and manners
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TIAA started out over 100 years ago to help ensure teachers could retire with dignity. Today, many people who work at not-for-profits rely on our wide range of financial products and services to support and strengthen their financial well-being.