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Tokyo, JP

Assistant - Management/Team

Corporate Title: Associate 

Division: BCA-Asia (50001529)

Department: BCAQ-Strategy & Operations Asia (50011914)

Recruiter: Yoko Tezuka

Hiring Manager: Kiyoka Shuto

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About Swiss Re

Swiss Re is one of the world’s leading providers of reinsurance, insurance and other forms of insurance-based risk transfer, working to make the world more resilient. We anticipate and manage a wide variety of risks, from natural catastrophes and climate change to cybercrime.

At Swiss Re we combine experience with creative thinking and cutting-edge expertise to create new opportunities and solutions for our clients. This is possible thanks to the collaboration of more than 13,000 employees across the world.

We offer a flexible working environment where curious and adaptable people thrive. Are you interested in joining us?

Position objectives and position summary

Performs diverse team assistant / administrator functions, delegated administrative assignments and tasks, supports on branch governance matters, events and functions coordination and support on travel management activities for the business originating teams, across L&H and P&C.


Main tasks/activities

Client team support and administration

  • Understands (internal) key stakeholder requirements and priorities and takes appropriation action to address.
  • Liaises with external clients, executive assistants and other internal employees to organize agendas, reports, presentation material and supports on schedules attendance at meetings / conferences
  • Coordinates and prepares information for use in meetings, conferences support on preparing reports from clients
  • Demonstrates teamwork, collaboration and intercultural competency in own and cross-functional team. Cultivates key relationships, involves and informs others inside and outside of team
  • Prepare executives expense reports
  • Organises travel for executives and support with application for appropriate Visa's and if required complex travel for team members


Event management (mainly for client markets)

  • Organizes events and preparing meeting materials as required, working closely with other functions.  Includes supporting business on coordination of virtual events such as webinars
  • Supports or organizes internal meetings this could be in collaboration with other functions across the business and clude task such as catering, event and publication mail etc.
  • Performs other ad hoc duties as required.


Client database maintenance and administration

  • Responsible to maintain data quality and accuracy of the customer information system RICH for Clients across Japan Markets.
  • Ensures the data inputs quality and accuracy and fulfils the Legal and Compliance guidelines (Counterparties Due Diligence (CDD) and Anti-Money Laundering (AML)


Branch governance support and administration (for Branch Operations Manager)

  • Supports Branch Operations Manager on administration activities for quarterly reporting on Branch Governance matters (day to day matters on Supports on Outsourcing and Business Continuity Management governance)
  • Supports the Process Manager for governance meetings (scheduling of meetings, preparing agenda and minutes of meetings).
  • Initiates process improvements to promote efficiencies on how to manage the daily administration requirements
  • Provides project support on S&O driven projects


About the Team

Would you like to join a diverse team?

Strategy and Operations is a regional team with  out of the box thinkers  who are responsible for a wide and dynamic scope of business functions. We provide a robust platform for the success of the Asia business, by facilitating connections across teams and initiatives.

This is an exciting team for those who thrive on navigating ambiguity, developing new content to enable strategic opportunities and support key challenges. The team is highly engaged, hardworking, operating autonomously or collaboratively with our APAC and global partners andstakeholders.


About You

You have experiences from insurance industry in a multinational company environment, and similar roles previously (including Team Assistant, Junior analyst, Project Management).   

As a self-driven personality, you pay attention to details and are able to communicate and collaborate with stakeholders across the organization.

Key to success are excellent organizational skills coupled with flexibility to adapt priorities.



  • Minimum 3-5 years relevant experience in providing team administrative support, data analytical, and event coordinaton
  • Strong organizational, interpersonal communication skills working across a broad range of stakeholders (including senior managers/executives)
  • Strong skill set in using the Microsoft suite (PowerPoint, Excel & Word) level at intermediate to advance.   
  • Data analytical (junior level), and able to organize large set of data / spreadsheet, and converting into charts and simple digestible management info
  • Experience on CVENT (or similar) TEAMs, SharePoint and Sli.Do functionality desired
  • Understanding of the re/insurance industry, including functional process/activities and legal/regulatory requirements would be an advantages


Other Attributes

  • Have a growth mindset, willingness to take on more responsibilities for professional advancement.
  • Agile with a "can-do" attitude and thinking 'outside the box' to support delivery of the best solutions to fit circumstances
  • Self-motivated and good attention to detail

Reference Code: 95080 


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