Manager Assistant (Japanese Speaker), Global Business Services KL

About the job

Company Overview

Bain & Company is one of the world's leading global business consulting firms, serving clients across six continents. It was founded in 1973 on the principle that consultants must measure their success in terms of their clients' financial results. Bain's clients have outperformed the stock market 4 to 1. With offices in all major cities, Bain has worked with over 4,400 major multinational and other corporations from every economic sector, in every region of the world.

In 2021, Bain & Company opened the APAC Global Business Services Center in Kuala Lumpur, to provide the best-in-class internal support, efficiently and professionally, to both leadership and consulting teams in Bain offices across Asia Pacific region.

Responsibilities & Duties

As a Bain & Company Manager Assistant (MA), you will provide administrative support to several Leaders, and where necessary, their teams including managing complex calendars and meeting scheduling, coordination of travel plans and thorough expense reporting. Frequent communication and collaboration with other Manager Assistants and Executive Assistants (EA) is critical to success. The Manager Assistant will work remotely from the people he/she supports and therefore, excellent interpersonal skills and the ability to forge strong and successful working relationships without face-to-face interaction are essential.

This MA position is primarily to provide support for the Japan region. You will work with other MAs in a team environment regionally, as well as other administrative staff remotely in the APAC region to provide the best support/coverage possible for Bain’s executive team. Additional duties may include providing administrative support for the office matters, including and not limited to, Reception, Finance, Marketing, HR and IT.

• Coordinate complex calendars and schedule both internal and external meetings
• Resolve scheduling conflicts as they arise and prioritize issues to ensure an effective time management approach
• Coordinate detailed travel arrangements with the travel agency team including air, hotel, car, etc. as business needs and personal preferences dictate
• Proactively support Senior Managers and Associate Partners in their relationship management by entering new CRM contacts and actively maintaining the accuracy of CRM contact information. Achieve mastery of the CRM system through attendance of training sessions and partnering with the global/local marketing on contact audits, data campaigns and other relationship management efforts
• Provide back-up support to other MAs/EAs, collaborate with team to maintain good understanding of pending tasks and priorities
• Building long lasting professional relationship with other MAs/EAs as well as project teams
• Submit frequent and detailed expense reports; manage audit process to ensure proper reimbursement
• Coordinate project start-up process including scheduling start-up meetings and communicating with case team to better understand key deadlines
• Positively contribute to MA team office culture team by playing an active role in training new team members and assisting in office planning events; participate in team related activities and events and act as a role model consistent with Bain Operating Principles
• Perform other related duties as requested or as responsibilities dictate
• You may be required to support people in other time zones, so may have to work on public holidays. You will be designated an alternative day off when you are required to work on a public holiday. The alternative days off will be selected by the Company and will be aligned with public holidays in the country of the people that you support.

Desired Skills and Experience

• Bachelor’s degree or an equivalent combination of education, training and experience
• Someone with 3+ years of previous experience in supporting management or direct administrative secretarial experience
• Very good knowledge of Microsoft Outlook
• Excellent written and verbal communication skills in English and Japanese is essential 
• Minimum JLPT N2 certificate with Business Japanese proficiency or Native proficiency is required
• Exceptional organization, prioritization and time management skills as well as meticulous attention to detail
• Ability to successfully balance the support requirements of multiple leaders meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Experience in teamwork in a multicultural and demanding consulting environment
• Strong proficiency in Microsoft Word, Excel and PowerPoint
• Strong customer service focus with a "can-do attitude"