The Sales Assistant role offers the opportunity to provide comprehensive administrative and sales support within a financial services environment. This role plays an important part in supporting client transactions, maintaining internal systems and ensuring smooth coordination across regional teams.
Responsibilities
General Administrative Support:
Act as the first point of contact for visitors, phone calls and email enquiries, directing them to the appropriate team members
Maintain office systems, including physical and digital filing, database management and document control
Handle procurement of office supplies and equipment and coordinate with vendors for purchasing, repairs and maintenance
Oversee incoming and outgoing mail, courier services and shipments
Scheduling and Calendar Management:
Organise and manage schedules for managers and staff, including meetings, calls and travel arrangements
Prepare meeting agendas, supporting materials and minutes, and ensure follow-up on key action items
Travel Coordination:
Arrange domestic and international travel, including flights, accommodation, transportation, visas and insurance
Prepare travel itineraries and ensure compliance with company travel policies
Financial and Administrative Tasks:
Process expense claims, purchase requests and reimbursements in line with company guidelines
Assist with invoice tracking, petty cash management and basic budget monitoring, working closely with finance for reconciliation
Maintain accurate records of contracts, vendor agreements and service arrangements
Communication and Reporting Support:
Draft routine correspondence, internal communications and stakeholder updates
Assist in preparing and formatting reports, presentations and briefing materials
Manage contact databases and distribution lists
Compliance and Recordkeeping:
Ensure compliance with company policies related to security, confidentiality and health and safety
Maintain updated emergency contact lists for staff and partners
Support onboarding and offboarding processes for employees and contractors
Sales Support:
Create tailored sales materials such as offer sheets and profit and loss calculations
Prepare and manage documentation including account opening forms, Statements of Work and transaction records
Reporting:
Generate regular and ad hoc reports for regional offices
CRM Management:
Maintain and improve the CRM system, including troubleshooting issues
Transaction Support:
Handle client trade orders
Prepare documentation for asset transfers
Secretarial Support:
Provide administrative and secretarial assistance to the team
Ad Hoc Duties:
Support additional tasks as assigned
Provide backup support for team members when needed
Requirements
Bachelor’s degree or equivalent professional qualification
Strong communication skills in both Japanese and English, with additional languages as an advantage
Willingness to obtain IC licences (P1 and E1)
Well-organised, dependable and able to multitask under pressure
Team-oriented with a positive and service-minded attitude
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and familiarity with tools such as Google Workspace and Microsoft Teams
Strong attention to detail with excellent organisational and prioritisation skills
About the company
A Japanese multinational company in the financial services industry, this organisation operates globally and provides investment banking, securities and capital markets solutions to corporate and institutional clients.