Job Title: Corporate Access & Office Administrator (Japanese Bilingual)
Location: Singapore
Working Calendar: Japan Market
About the Company: We are a dynamic hedge fund specialising in Japanese investments, committed to delivering strong risk-adjusted returns. With a close-knit team of under ten specialists, we value collaboration and individual initiative. As we anticipate substantial growth, efficiency and a proactive mindset are central to our success in market analysis and operational excellence.
Role Overview: We are seeking a highly organised, detail-oriented individual to serve as our Corporate Access & Office Coordinator, providing essential support to our CEO and investment team. This pivotal role balances administrative excellence, corporate access facilitation, and office management within our expanding firm. Fluency in Japanese (reading, writing, speaking) is essential.
You’ll also be leveraging modern tools such as TimeRex (for scheduling automation), tl;dv (meeting recording and transcription), and ChatGPT (drafting, translation, and research assistance) to streamline workflows and improve productivity across the team.
Key Responsibilities:
Corporate Access & Meeting Coordination
- Use TimeRex to schedule meetings efficiently, reducing back-and-forth communications.
- Organise logistics for earnings meetings, and virtual events.
- Prepare briefing memos, and post-meeting summaries - often using tl;dv for recording and automated transcription.
- Liaise with corporate IR teams and brokers to ensure timely and accurate communications.
Administrative & Office Duties
- Draft and edit documents, presentations, and reports in both languages.
- Maintain office operations, including supply procurement, equipment management, and ensuring a tidy workplace environment.
- Conduct translation and interpretation tasks between English and Japanese as needed.
- Flexibly assist with ad hoc tasks as the firm grows.
Team Environment & Culture
- Embrace a proactive and flexible role that evolves with the firm’s expansion.
- Maintain discretion when handling confidential or market-sensitive information.
- Help foster a collaborative, supportive work environment.
Qualifications:
Experience & Background
- 1 - 4 years as an executive assistant, office administrator, or corporate support staff - preferably within financial services or investment management.
- Exposure to corporate access or investor relations is a strong plus.
Language & Communication
- Native or near-native fluency in Japanese (N1 or N2 level) and excellent English communication, both written and spoken.
Technical & Tools Proficiency
- Microsoft Office Suite (Word, Excel, PowerPoint)
- Google Workspace (Docs, Sheets, Calendar)
- TimeRex (scheduling automation)
- tl;dv (meeting documentation)
- ChatGPT
- Ability to quickly adopt new digital tools and propose process improvements.
Soft Skills
- Strong attention to detail, time management, and multitasking ability.
- A proactive mindset, with the flexibility to handle evolving responsibilities.
- A sense of ownership and pride in delivering high-quality work that supports the entire firm.
