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Global HR Solutions - Administrative Assistant
Global HR Solutions - Administrative AssistantMUFG • New York, NY, US
Global HR Solutions - Administrative Assistant

Global HR Solutions - Administrative Assistant

MUFG • New York, NY, US
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Global HR Solutions Administrative Assistant

Do you want your voice heard and your actions to count? Discover your opportunity with Mitsubishi UFJ Financial Group (MUFG), one of the worlds leading financial groups. Across the globe, were 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 worlds most trusted financial group, its 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.

Global HR Solutions is a new, trailblazing organization within Global HR (GHR) that performs as an internal consulting function. We are a flexible and agile team that delivers upon a portfolio of prioritized projects to enable the GHR operating model, provide strategic project and cyclical process support, and bring HR analytics and data-driven insights to our clients within HR and the business.

Our mission is to :

  • Deliver best-in-class support to HR change projects and cyclical process backed by human capital intelligence and insights to enable business results
  • Provide data-driven and solutions-oriented services to clients to enable them to make well-informed decisions and enhance their talent and business outcomes
  • Harness the collective knowledge and capability of a dynamic and skilled Global HR Solutions workforce to optimize GHR service delivery and results
  • Provide HR colleagues with extensive client exposure within HR and the business, the opportunity to make meaningful contributions to strategic initiatives, and offer stimulating growth experiences and diverse career paths

Are you :

  • A highly organized, proactive, and people-savvy professional looking to contribute to a global team that is redefining what world-class HR looks like?
  • Eager to be at the forefront of HR innovation?
  • Keen to make an impact and drive meaningful change?
  • Energized by collaborating with diverse colleagues across disciplines and geographies?

    • If you answered yes to these questions, Global HR Solutions could be a great next step in your career journey!

    Main Purpose Of The Role

    As the Administrative Assistant to the Head of a trailblazing global HR internal consulting function, this role is central to the teams success and spirit. The Administrative Assistant provides essential day-to-day administrative support for the Head of Global HR Solutions, ensuring seamless coordination of schedules, travel, meetings, communications, and team events. This role manages administrative processes with efficiency and discretion, including expense reporting, onboarding logistics, and handling confidential information.

    By maintaining organized systems and facilitating smooth interactions across teams and stakeholders, the Administrative Assistant enables the Head of Global HR Solutions to focus on strategic priorities, while helping to cultivate the culture of the team and support smooth operations. The role works with the Head of Global HR Solutions and the Global HR Solutions Operations & Resource Manager and interacts with the Global HR Solutions leadership team and team members.

    Key Responsibilities

    The successful candidate will have the following key responsibilities :

    Scheduling & Travel Support

  • Manage executives' calendar, schedule meetings, and coordinate across time zones and teams
  • Arrange domestic and international travel, including itineraries, accommodations, and logistics
  • Prepare and distribute meeting materials; ensure appropriate platforms and rooms are booked

    • Office & Operational Management

  • Maintain office supplies, equipment, and workspace readiness in coordination with facilities and IT
  • Support onboarding / offboarding processes, including system access and equipment setup
  • Maintain and manage content in shared drives, distribution lists, and organizational charts for accuracy and accessibility

    • Communication & Documentation

  • Assist in drafting, proofreading, and formatting presentations using approved templates
  • Handle confidential information with discretion and ensure compliance with internal policies

    • Event & Project Coordination

  • Provide logistical support for in-person and virtual meetings / events and staff visits
  • Track action items and assist with small-scale project coordination and follow-ups
  • Manage catering, room setup, and virtual platform logistics for team gatherings

    • Operations & Resource Management

  • Support the Global HR Solutions Operations & Resource Manager to enable smooth and effective people, process, and technology operations

    • Work Experience

    Essential :

  • Proven experience supporting senior executives in a complex, global organization
  • History of delivering results in a high-pressure, fast-paced, heavily matrixed environment
  • Proven ability to collaborate and work effectively across cultures and in a global environment
  • Track record for managing multiple time zones and high-volume workflows
  • Experience in HR, consulting, or professional services (ideal but not required)

    • Skills

    Key Skills :

  • Executive Organization & Prioritization : Balances complex demands and keeps priorities aligned
  • Communication & Influence : Communicates clearly, thoughtfully, and with presence and has strong writing skills
  • Judgment & Discretion : Trusted to handle sensitive matters with integrity and care
  • Strategic Partnership : Anticipates needs and connects priorities to drive impact
  • Operational Excellence : Ensures seamless coordination and flawless execution
  • Culture & Team Impact : Fosters connection, positivity, and a strong team culture
  • Application Proficiency : Well-versed in and able to use the full range of Microsoft Office applications (PowerPoint, Excel, Word, Outlook, and Teams) and productivity enabling tools (e.g., Copilot)

    • Education / Qualifications :

  • Bachelors degree or equivalent experience required

    • Personal Requirements :

  • Objective, open-minded, and inquisitive
  • Future-focused and energized by new opportunities
  • Passionate about continuous learning and improvement
  • Proactive and results-driven, with a strong sense of ownership and accountability
  • Adaptable and resilient
  • Calm under pressure
  • Resourcefulness to identify alternate paths and options for achieving results
  • Strong decision-making skills and the ability to demonstrate sound judgement
  • Demonstrate excellent attention to detail and accuracy
  • Superb organizational skills
  • Flexibility to work well independently as well as with others
  • Optimistic and highly motivated

    • Performance And Duties

    The role holder will be assessed in accordance with their employing entitys performance framework and process, with relevant input obtained from the dual-hatting entity as relevant. As duties and responsibilities change, the job description will be reviewed and amended in consultation with the role holder. The role holder will carry out other duties within the scope, spirit, and purpose of the role as requested by their line manager or Department Head.

    The typical base pay range for this role is between $73,000 - $90,000 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, paid vacation, sick days, and holidays.

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