Administrative Assistance & Office Support

Administrative Assistant / Office Support

Wells Fargo is seeking an Administrative Assistant / Office Support at the Tokyo Branch as part of the administrative support team. In this role, you will provide backup 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 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:

• Act as first point of contact for visitors
• Handle general telephone enquiries
• Oversee reception area and meeting rooms are well-kept at all times
• Provide general hospitality to guests/visitors, overseas team members
• Manage office meeting and conference room reservations and set up
• Register all guests and visitors to the office and enforce security by monitoring logbook and issuance of visitor badges
• Handle courier receipts & dispatches daily
• Assist with ordering branch supplies
• Facilitate vendor management/process of payments
• Update Staff Telephone List and Tokyo Office Seating Plans
• Support office related finance and expense allocations in a timely manner

Administrative Assistant

• Support staff with meetings invites
• Liaise with the building management for office maintenance and building security exercises such as fire drills, power shut-down
• Manage calendar and schedule meetings
• Assist with the organizing of office and clients events and activities
• Send out office wide broadcasts
• Issue appropriate purchase requisitions and maintain office equipment, stationery and supplies for the office
• Handle travel arrangements and expense reimbursements
• Collaborate with other Admin Assistant teams when required
• 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.

Required Qualifications:

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

Desired Qualifications:

• With relevant experience in office administration (experience in banking industry would be a plus)

Job Expectations:

• Strong verbal and written communication skills in English
• Excellent customer service ability
• Ability to apply independent thinking and foresight, with strong problem-solving skills.
• Fluency in written and verbal English and Japanese.
• Proficiency in MS Outlook, Word, Excel and PowerPoint.

Posting End Date: 30 May 2026

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.

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.