Bloomberg

Bloomberg runs on data. Our products are fueled by powerful information managed by the Data team. Our Engineering team is responsible for building software that fuels new solutions for the Bloomberg Terminal and our wider suite of products. Our products range from desktop to web to mobile applications. Our priority is delivering an excellent experience to our customers. We combine data and context to paint the whole picture for our clients, around the clock – from around the world.

What’s the role?

We are looking for a Regional Administrative Assistant to provide support to senior-level managers in Data and Engineering as well as coordinate across groups and regions on day-to-day operations. We are looking for a versatile and highly-organized individual who enjoys providing personalized and general administrative services, as well as working with peers across the globe. The ideal candidate is an experienced administrative assistant or office manager who can be trusted with handling a broad range of responsibilities and providing support to busy senior leaders. This person will work closely with the senior regional leadership team, operations managers, the executive assistants for Data and Engineering, and with other regional admin assistants across the globe. We are looking for a self-starter who thrives in a fast-paced, inclusive and dynamic environment.

We’ll trust you to:

• Perform administrative activities, manage calendars and travel, and take ownership for helping senior leaders within the region deliver against their priorities.
• Initiate continuous improvement of administrative processes and procedures to improve efficiency and effectiveness.
• Plan for regional events and visitors including arranging business critical internal/external events across departments, for example: town halls, booking auditoriums/training rooms, travel arrangements, itineraries, accommodations, visiting speakers, etc.
• Maintain a shared events calendar and send reminders as relevant. You will plan internal events and meetings; greets visitors and guests, and provide outstanding customer service.
• Compile, edit and issue special reports, documents, presentations, organization charts, correspondence, etc and other documents as requested. You will work directly with the individuals involved in the process to collect relevant information. In addition, you will take notes/minutes of meetings to be shared with various partners
• Be responsible for different communication tasks such as ensuring information and related updates are shared with the relevant audiences. You will play a significant role to ensure communication is shared across the regions, to other administrative assistants, and actively participate in a global admin forum.
• Be a point of contact for internal/external enquiries, initiate action and make judgments about the urgency of arising issues. You will provide confidential support to individual executives and/or management team members.
• Assist with ad hoc projects as needed

You’ll need to have:

• 7+ years of experience relevant to office managers, administrative assistant and related fields
• Professional working fluency for both English and Japanese
• Technical proficiency in Google Office Suite (Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint) and collaborating with others using these tools
• Ability to manage multiple tasks and deadlines
• Experience in prioritizing work and acting as a sound gate keeper for the senior managers that you support
• Excellent writing, oral communication, and presentation skills with a strong confidence in communicating with senior management
• Broad knowledge of business processes and prior work supporting complex organizations, including global and remote teams
• Proven track record in successfully working with and supporting senior level business managers and global partners
• Resourcefulness and an ability to take a proactive approach in the role
• Ability to work independently on initiatives with little oversight
• Exceptional interpersonal skills

Does this sound like you?

Apply if you think we're a good match, and we'll get in touch with you to let you know next steps.