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.

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.

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