Bilingual Administrative Assistant for Sr Leaders in Washington DC Representative Office

Join Mitsubishi UFJ Financial Group

Do you want your voice heard and your actions to count? Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the world's leading financial groups. Across the globe, we're 150,000 colleagues, striving to make a difference for every client, organization, and community we serve. We stand for our values, building long-term relationships, serving society, and fostering shared and sustainable growth for a better world.

With a vision to be the world's most trusted financial group, it's part of our culture to put people first, listen to new and diverse ideas and collaborate toward greater innovation, speed and agility. This means investing in talent, technologies, and tools that empower you to own your career.

Join MUFG, where being inspired is expected and making a meaningful impact is rewarded.

The selected colleague will work at an MUFG office or client sites four days per week and work remotely one day. A member of our recruitment team will provide more details.

Job Summary

The Senior Administrative Specialist plays a pivotal role in supporting Senior Leaders of MUFG's Washington, DC Representative Office. This position provides high-level secretarial, operational, and cross-cultural support to ensure the seamless execution of office activities and strategic initiatives.

In this highly visible role, you will manage complex calendars, coordinate executive meetings, welcome and direct distinguished visitors, and serve as a trusted liaison to internal stakeholders in New York, Head Office in Japan, and external partners across the U.S. and Japan. You will oversee a wide range of administrative functionsfrom travel management and budget reporting to regulatory support and event coordinationensuring operational excellence and an elevated experience for executives, clients, and community partners.

This position is ideal for a polished, discreet, bilingual professional who thrives in a dynamic, relationship-driven environment and who brings exceptional judgment, organization, and cultural fluency.

Major Responsibilities

Executive & Administrative Support to Senior Leaders and the team

• Deliver superior-level secretarial support to Senior Leaders at DC Representative Office, including calendar ownership, welcoming visitors, meeting coordination, and executive briefing preparation.
• Serve as the office's primary point of contact for internal and external inquiries, ensuring warm, professional engagement with visitors, clients, government officials, and embassy representatives.
• Coordinate travel and accommodation logistics for Senior Leaders and Head Office executives, ensuring smooth and efficient business trips to Washington, DC, completes all accounting forms for reimbursements, maintains membership, subscription, donation and pays dues in various organizations.

Operational Management & Office Leadership

• Oversee daily office operations, including file management, office organization, and maintenance of internal procedures and manuals.
• Manage procurement of business cards, office supplies, floral arrangements, and client gifts with impeccable attention to quality and brand representation.
• Process "Gift & Entertainment" requests accurately and in alignment with MUFG compliance guidelines.
• Administer membership, subscription, donation, and dues payments for business, professional, and community organizations.

Financial, Compliance, and Audit Support

• Prepare and submit administrative reports to New York and Head Office, including budget updates, compliance documentation, third-party maintenance, and detailed record keeping.
• Support Internal Audit and regulatory reviews, coordinating materials and ensuring adherence to required timelines.
• Manage property tax inventory reporting and contribute to the maintenance of essential risk and business continuity tasks, including records management and incident reporting.

Stakeholder Engagement & Community Representation

• Maintain strong working relationships with U.S. government agencies, the Japanese Embassy, U.S.Japan organizations, corporate clients, and administrative counterparts across the region.
• Support MUFG-sponsored and Japanese community events such as the IMF Week MUFG Reception and the Japan Commerce Association of Washington DC New Year Festival.
• Provide administrative support for MUFG leadership serving on the Japan Commerce Association Board, including event coordination and document preparation.

Others

• Oversee ID creation, building access setup, and onboarding administrative tasks for new employees in the DC office.
• Maintain and update the Ld-2 list and other administrative trackers critical to DC operations.
• Collaborate with administrative colleagues to enhance workplace efficiency, share knowledge, and provide coverage across key tasks.
• Identify and escalate issues requiring management intervention to ensure risk mitigation and operational integrity.
• Other duties assigned by Senior Leaders and executives

Qualifications

• Bilingual fluency in Japanese and English (business level in both written and verbal communication) required.
• 510 years of professional experience in administrative, executive support, or operations roles required
• Exceptional organizational skills with a meticulous attention to detail.
• Strong communication skills and the ability to interact professionally with senior leaders, external stakeholders, and global colleagues.
• High proficiency in Microsoft Word, Excel, and PowerPoint.
• Bachelor's degree or equivalent preferred
• Experience working within financial services, global organizations, or Japanese corporate environments preferred
• Demonstrated ability to manage sensitive information with discretion and sound judgment.

The typical base pay range for this role is between $73K - $114K depending on job-related knowledge, skills, experience and location. This role may also be eligible for certain discretionary performance-based bonus and/or incentive compensation. Additionally, our Total Rewards program provides colleagues with a competitive benefits package (in accordance with the eligibility requirements and respective terms of each) that includes comprehensive health and wellness benefits, retirement plans, educational assistance and training programs, income replacement for qualified employees with disabilities, paid maternity and parental bonding leave, and paid vacation, sick days, and holidays.

We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws. The major responsibilities listed above are the material job duties of this role for which the Company reasonably believes that criminal history may have a direct, adverse and negative relationship potentially resulting in the withdrawal of conditional offer of employment, if any. The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of personnel so classified. We are proud to be an Equal Opportunity Employer and committed to leveraging the diverse backgrounds, perspectives and experience of our workforce to create opportunities for our colleagues and our business. We do not discriminate on the basis of race, color, national origin, religion, gender expression, gender identity, sex, age, ancestry, marital status, protected veteran and military status, disability, medical condition, sexual orientation, genetic information, or any other status of an individual or that individual's associates or relatives that is protected under applicable federal, state, or local law.