Basic information
Job Name:
HR Assistant - Tokyo
Location:
Tokyo
Line of Business:
Global Private Equity
Job Function:
Investor Services
Date:
Monday, January 15, 2024
HR Assistant - Tokyo
The Carlyle Group
People & HR
Tokyo, Japan
Posted on Jan 17, 2024
Position Summary
The principal responsibility of this position is to provide secretarial and administrative support to members of the Japan Buyout Investment team based in Tokyo. The role focuses primarily on organising meetings, travel and logistics.
Responsibilities
Position Summary
Calendars
Assist supervisor in recruitment processes for Investment Professionals and support staffs by scheduling interviews, communicating with candidates as well as headhunters, saving resumes, and updating recruitment tracking records.
Arrange both internal and external HR-related meetings including new hire orientation, monthly meetings with a company doctor.
Benefit
Support housing program for Investment Professionals including the execution of contracts.
Keep an up-to-date tracker of vacation days for employees.
Coordinate annual health checkups for employees by liaising with internal and external parties.
Perform insurance claims as needed.
Coordination
Coordinate logistics of HR-related trainings/webinars/in-person events by collaborating with supervisors as well as Carlyle global technology group when necessary.
Assist supervisor in HR-related surveys by preparing online questionnaires and sending them out to relevant parties. Work with supervisors on quick result analysis.
On-boarding and Off-boarding Process Support
Support new hire and leave process to ensure that appropriate documentation is in place.
Provide support for enrolling employees to the Japanese Social Insurance program and other private insurance by collaboration with external vendors.
Internal Inquiries
Work as an initial point of contact for HR-related requests and inquiries from both internal and external stakeholders. Escalate issues to supervisors or Carlyle global HR department where appropriate to get them resolved.
Documentation Management
Organize and maintain HR-related files, and ensure that all records are accurate and up to date. Manage the filing of both digital and hard copies of extremely sensitive and confidential information.
Facilitate getting signatures/company seal and sending back to counterparties outside the firm.
Vendor and Contract Management
Handle new supplier and contract registration on Carlyle vendor/contract management system (SAP Ariba) for HR-related contracts.
General
Summarize overtime record for the internal review.
Assist supervisor in the performance evaluation process.
Assist internal approval process by preparing application forms and sending approval requests to internal executives.
Handle both incoming and outgoing mail.
Answer phone lines and take messages as needed, escalating where appropriate.
Assist with special projects as needed; proactively anticipate work assignments whenever possible.
Maintain confidentiality of all sensitive and confidential issues.
Qualifications
Education & Certificates
College degree preferred
Professional Experience
At least 3 years experience in a professional, corporate environment supporting professionals
Prior experience in interview arrangement in the recruiting process is preferred
Excellent Microsoft Office Skills (including PowerPoint, Word, and Excel)
Business English skills. Experience in schedule arrangement in English.
Competencies & Attributes
Highly organized, initiative-taking mindset and willingness to go the extra mile
Ability to manage complex calendars
Ability to manage sensitive and confidential information with professionalism
Ability to prioritize effectively and juggle multiple urgent tasks
Works well under pressure (with deadlines)
Ability to work independently with minimal supervision with strong follow-through skills
Excellent written and verbal communication skills
Excellent Microsoft Office Skills
Strong attention to detail
Positive attitude
Team player
Company Information
The Carlyle Group (NASDAQ: CG) is a global investment firm with $382 billion of assets under management and more than half of the AUM managed by women, across 600 investment vehicles as of September 30, 2023. Founded in 1987 in Washington, DC, Carlyle has grown into one of the world's largest and most successful investment firms, with more than 2,200 professionals operating in 28 offices in North America, South America, Europe, the Middle East, Asia and Australia. Carlyle places an emphasis on development, retention and inclusion as supported by our internal processes and seven Employee Resource Groups (ERGs). Carlyle's purpose is to invest wisely and create value on behalf of its investors, which range from public and private pension funds to wealthy individuals and families to sovereign wealth funds, unions and corporations. Carlyle invests across three segments - Global Private Equity, Global Credit and Investment Solutions - and has expertise in various industries, including: aerospace, defense & government services, consumer & retail, energy, financial services, healthcare, industrial, real estate, technology & business services, telecommunications & media and transportation.
At Carlyle, we know that diverse teams perform better, so we seek to create a community where we continually exchange insights, embrace different perspectives and leverage diversity as a competitive advantage. That is why we are committed to growing and cultivating teams that include people with a variety of perspectives, people who provide unique lenses through which to view potential deals, support and run our business.