Wells Fargo

About this role:

This is a senior administrative assistant and office management support role, reporting to the APAC Administrative Manager, within the Corporate & Investment Banking (CIB) COO organization. The candidate will be responsible for meeting the administrative and office management needs of Wells Fargo Securities Japan with the objective of providing efficient support to the regional markets business and business management of the entity.

In this role, the candidate will provide executive assistance to the senior management in Wells Fargo Japan and the APAC fixed income sales and trading teams through calendar, expense and travel/ itinerary management, handling of client calls and preparation of client correspondence, and other administrative activities including vendor management and the establishment and maintenance of office policies and procedures. The candidate will also provide assistance to, and in certain cases lead, the planning and execution of client and internal, including senior leadership, events; and logistics for Wells Fargo Japan’s governance related activities, such as the arrangement of committee meetings.

The ideal candidate will bring a positive mindset and ‘can-do’ attitude, have excellent organization skills with a keen eye for detail. They will have outstanding communication skills and will be comfortable engaging with stakeholders at all levels, on a range of complex administrative matters.

Our people are the heart of our organization, driving us to be more than just a typical bank. If you are dedicated, enthusiastic, and adaptable, we’ll provide you the platform to accelerate your career in a dynamic and supportive environment.

(Note: In addition to these functions employees are required to carry out such other duties as may reasonably be required.)

In this role, you will:

• Answer telephones, route calls, take messages on behalf of the team and provide routine information to clients and internal partners.
• Type letters, correspondence, reports, and memoranda from written copy or from knowledge of company policy or procedures. Proof materials for errors and ensure layout is in line with the company’s style.
• Format special reports and presentations including tabular displays, graphics and overhead transparencies.
• Schedule and co-ordinate meetings, including distributing materials, arranging for refreshments, and other logistics.
• Manage calendars of designated individuals.
• Organize travel and accommodation and file expense reports for designated individuals.
• Coordinate activities including building facilities management and mailing and messenger services, on behalf of the team, when necessary.
• Support Finance Pay-to-Pay process and ebanking payments.
• Issue appropriate purchase requisitions and maintain office equipment, stationery, and accessories for both current and new team members.
• General document filing and maintaining various records in an efficient filing system so that information can be quickly retrieved.
• Process and maintain departmental information under oversight of the department head.
• Assistance in Business Continuity Planning.
• Coordinate and communicate with team members in the U.S. and regional offices.
• Support the senior management and Japan business manager in logistical tasks associated with entity governance activities, such as arrangement of committee meetings and collation of documentation for licensing related tasks.
• Assist with and, in certain cases lead, the planning and execution of client and senior leadership events.
• Assist with other administrative duties and ad hoc projects, as required.
• Serve as administrative backup support for other team members, as required.

Required Qualifications:

• 4+ years of Administrative Support experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education

Desired Qualifications:

• 2+ years of experience in Administration or Business Management.
• Experience in supporting executive leaders with daily administrative tasks.
• Experience in effective event planning.
• Ability to apply independent thinking and foresight, with strong problem-solving skills.
• Ability to multi-task and prioritize and manage stakeholder expectations.
• Adaptable to change, able to work independently and proactively with minimal oversight.
• Able to use good judgement in confidential situations and proven experience interacting with senior management.
• Meticulous, organized, and detailed oriented.
• Excellent interpersonal and communication skills.
• Fluency in written and verbal English and Japanese.
• Proficiency in MS Outlook, Word, Excel and PowerPoint.

Posting End Date:

30 Jul 2025

• Job posting may come down early due to volume of applicants.

We Value Equal Opportunity

Wells Fargo is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected characteristic.

Employees support our focus on building strong customer relationships balanced with a strong risk mitigating and compliance-driven culture which firmly establishes those disciplines as critical to the success of our customers and company. They are accountable for execution of all applicable risk programs (Credit, Market, Financial Crimes, Operational, Regulatory Compliance), which includes effectively following and adhering to applicable Wells Fargo policies and procedures, appropriately fulfilling risk and compliance obligations, timely and effective escalation and remediation of issues, and making sound risk decisions. There is emphasis on proactive monitoring, governance, risk identification and escalation, as well as making sound risk decisions commensurate with the business unit’s risk appetite and all risk and compliance program requirements.

Candidates applying to job openings posted in Canada: Applications for employment are encouraged from all qualified candidates, including women, persons with disabilities, aboriginal peoples and visible minorities. Accommodation for applicants with disabilities is available upon request in connection with the recruitment process.

Applicants with Disabilities

To request a medical accommodation during the application or interview process, visit Disability Inclusion at Wells Fargo.

Drug and Alcohol Policy

Wells Fargo maintains a drug free workplace. Please see our Drug and Alcohol Policy to learn more.

Wells Fargo Recruitment and Hiring Requirements:

a. Third-Party recordings are prohibited unless authorized by Wells Fargo.

b. Wells Fargo requires you to directly represent your own experiences during the recruiting and hiring process.