Executive Assistant (Institutional & Private Wealth)

Location Kasumigaseki Building - 33rd Floor, 3-2-5 Kasumigaseki, Business - Global Client Group Brookfield is one of the world’s largest alternative asset managers, distinguished by a 100+ year heritage of owning and operating assets and businesses that form the backbone of the global economy. Brookfield’s Global Client Group provides insights and solutions designed to meet the evolving needs of a diverse group of investors around the world. GCG also manages institutional relationships, strategic partnerships and raises capital for Brookfield’s various private funds and Affiliate Managers. Brookfield Culture Brookfield has a unique and dynamic culture.  We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader:  Entrepreneurial, Collaborative and Disciplined.  Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses. Job Description About the role The role combines fundraising coordination and executive assistant support to the Brookfield Private Wealth and Global Client Group teams. Executive Assistant – the role provides administrative support to the Brookfield Private Wealth & GCG teams, including Executive Assistant (EA) coverage for all members of the team. Provide executive assistance support to the BPW & GCG teams with calendar management and scheduling (internal and external meetings) including room bookings and IT set General office administrative tasks when required Track confirmed meetings for roadshows or events in excel or other centralized source Manage end to end travel including flights, visa documentations, hotels, transportation and agendas according to Brookfield travel policy Manage and process invoices as required. Process AMEX card applications and input expenses to Concur, ensuring they are processed and submitted before payment cut-off dates Reservations and administrative matters relating to investor seminars, teach-ins and fund launch sessions hosted by Brookfield including organizing technology, catering, materials, e-mail communications and other items as needed Manage internal distributions lists Communication with local translation agency on marketing materials (quick translation check). Ensure electronic filing of designated of marketing materials is efficiently organized and maintained Liaise with the compliance team on best practices regarding any meetings with government officials. Schedule and manage logistics for internal local office / team events Assist in drafting meeting agendas and organize printing of meeting materials. Submit IT requests for team as required Assist with onboarding tickets for new starters and desk set up Available for various team and office events and on-site management of events where necessary. Overtime work may be required, as needed. Additional Responsibilities: The role will be responsible for managing and scheduling a high volume of meeting requests and logistics relating to external fundraising efforts across multiple platforms within Brookfield Asset Management. Manage the scheduling program specifics for all fundraising-related prospecting and diligence meetings across multiple asset classes, involving both internal and external stakeholders. This will involve seeking and providing availability to Client Relationship Manager’s for global senior team members to join fundraising meetings using Monday.com platform Along with internal stakeholders, seek availability for senior team members to join in-person fundraise roadshows and organise travel agendas and logistics where required Coordinate investor meeting logistics including booking rooms, building access, catering, printing agendas/materials and transportation for both 1:1 meetings and local roadshows Assist with Pre-Meeting Report consolidation and formatting Submit Salesforce meeting requests, and update associated details when required •Manage logistics for investor events, including preparing and maintaining the invitation list and the list of attendees. About you Extraordinary attention to detail, pro-active approach to task management, and capable of sustained independent work. Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment Able to prioritize calendars, meetings, responses and tasks with accuracy, concision, and professionalism. Excellent written and verbal communications skills. Demonstrated ability to handle confidential information appropriately. Seamless capability of holding professional interactions with various staff members at all levels and in multiple geographies Ability to manage a poised, task-oriented composition in a fast-paced environment, occasionally under time pressure, with a high level of professionalism and confidentiality. Ability to adapt to change and pro-actively seek and implement tasks as time allows. Ability to balance conflicting priorities to manage workflow and ensure the completion of essential projects. Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it. Accordingly, we do not tolerate workplace discrimination, violence or harassment. We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted. Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it.  Accordingly, we do not tolerate workplace discrimination, violence or harassment. We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.