Executive Assistant – Private Wealth

About the role

Brookfield's Private Wealth team, which partners with financial advisors worldwide, is looking for an Executive Assistant in Tokyo. The role provides administrative support to the team, covering EA duties for all members, and also manages the scheduling and logistics of external fundraising activities.

Key responsibilities

• Calendar management and scheduling of internal and external meetings, including room bookings and IT set-up
• General office administration, tracking confirmed meetings for roadshows or events, and processing invoices
• End-to-end travel management (flights, visas, hotels, transport, agendas) per Brookfield travel policy
• AMEX card applications and expense entry into Concur before payment cut-off dates
• Organize investor seminars, teach-ins and fund launches (technology, catering, materials, communications)
• Maintain internal distribution lists, manage business cards in Salesforce, and liaise with the compliance team on meetings with government officials
• Schedule internal office and team events, help draft meeting agendas and print materials, and assist with onboarding tickets and desk set-up
• Manage fundraising prospecting and diligence meetings, coordinating availability of senior team members via Monday.com and arranging travel for roadshows
• Coordinate investor meeting logistics (rooms, access, catering, printing, transportation) and prepare invitation and attendee lists
• Handle marketing material translations, electronic filing, and submit IT requests

Required profile

• Prior experience as an executive assistant or in a similar administrative role, preferably in financial services or asset management
• Attention to detail, proactive task management and ability to work independently in a high-pressure environment
• Excellent written and verbal communication, and ability to handle confidential information
• Native-level Japanese and conversational English
• Ability to adapt to change, balance conflicting priorities and collaborate with EAs and office managers in other teams

Required skills

• Microsoft Office (Outlook, Excel, Word, PowerPoint)
• Familiarity with Concur, Salesforce and Monday.com, or quick learning of them
• Ability to use AI tools to work more efficiently