Job Title: Executive Assistant (IT)
Company overview
Nomura is a global financial services group with an integrated network spanning approximately 30 countries and regions, and a diverse workforce of about 26000 people. By connecting markets East & West, Nomura services the needs of individuals, institutions, corporates and governments through its three business divisions: Wealth Management, Investment Management, and Wholesale (Global Markets and Investment Banking). The business divisions are supported by Corporate Functions, including Group Chief Information Office (GCIO). Founded in 1925, the firm is built on a tradition of disciplined entrepreneurship, serving clients with creative solutions and considered thought leadership. For further information about Nomura, visit www.nomura.com.
Department overview
The GCIO function oversees group-wide technology, operations and our data office. Our purpose is to support Nomura’s business strategy and deliver consistent group-wide services based on common operating principles. We are aligned to our key businesses across the group and operate enterprise-wide functions for risk management, governance and controls, supply chain and infrastructure.
The Chief Controls Office (CCO) is a key function within GCIO and our purpose is aligned to the GCIO Strengthen & Protect strategic pillar. We are a global team focused on strengthening our non-financial risk management framework enabling the business to accelerate strategic delivery, whilst enhancing our ability to dynamically manage risks and evidence that we are operating in control.
The CCO function is on a multi-year global transformation journey which starts with building the right foundations especially the right skills and capabilities within our global team.
Role description
This is an excellent opportunity for a professional executive assistant looking for an expanded and more demanding role as an officer administrator and manager. The successful candidate will directly support senior executives within the Nomura Chief Controls Office leadership team and also play a pivotal role in establishing - and then managing - its central office through a global transformation programme. This requires an outstanding candidate with the ability to multi-task, forward plan, use initiative and judgement, and be proactive in a fast-paced dynamic environment. This role has the potential to be a fantastic platform into a more senior and broader role in the organization.
- Diary Management. Manage Outlook calendars for CCO Management team based in India, Hong Kong and Japan; including anticipating and scheduling key preparatory sessions/ attendees in good time ahead of key meetings.
- Meeting Management and Support. Support planning, logistics and delivery of key governance and management meetings including offsites; draft minutes, capture actions and then track actions to their completion.
- Office Administration. Perform a variety of administrative tasks, including preparing regular correspondence, reports and presentations.
- Record Management. Manage central CCO records and information flows, escalating important information to ensure it is addressed in a timely manner, and maintaining appropriate confidentiality as required
- Project Support. Support project delivery and other initiatives on an ad hoc basis.
- Business manger Support. Support the regional CCO business manager in regular reviews of purchase/ spend requests for adherence to budget
- Routine HR activity. Support routine HR activity, specifically: supporting tracking of CCO hiring progress; planning and setting up interviews and supporting the induction of new joiners and interns; and tracking/ ensuring completion of mandatory trainings
- Communications. Support planning and drafting of internal Chief Controls Office communications and plan. Support planning and organization of all colleague calls.
- Travel. Plan and manage travel bookings and logistics for the Chief Controls Office Management Team.
- Expenses. Process expenses (using PeopleSoft).
- Holiday and Absence Planning. HR administration and planning of holidays for the Leadership Team – providing a control to ensure appropriate leadership coverage is maintained at all times.
- Wider GCIO EA Support. Cover other GCIO assistants during holidays/ illness.
- Ability to multi-task and manage ever changing and conflicting priorities
- Proficient in Microsoft Outlook, Word, Excel and PowerPoint
- Attention to confidentiality of information at all times
- Strong organisational skills
- Ability to interact confidently at all levels
- Proactive and flexible approach with limited need for direction or supervision
- Strong written and verbal communication skills
- Ability to work effectively under pressure and in a fast-paced environment