Japanese skill is a plus, not required

Administrative Assistant Job Description
(part-time, potential to be full-time)

We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

To be successful as an Administrative Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Administrative Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, Administrative Assistants should have a genuine desire to support and meet the needs of others.

Administrative Assistant Responsibilities:
Bookkeeping: Conducting entries into QuickBooks of the selected transactions upon instruction/direction; creating/sending invoices.
Create expense reports for credit cards, [selected] employee cash reimbursements, and petty cash
Record keeping in both physical and digital files
Prepare onboarding document packages for new employees, such as I-9, W-4, NDA, health benefit applications, and collect required documents for filing.
Make travel arrangements and provide overall support for Executive Vice President
Manage company accounts for phones, Internet service, MS Office 365 and more
Act as POC for various vendors, including immigration law firms that handles visa applications
Facilitate office tech support via IT a dedicated vendor including setting up new computers, phones, and printers
Overall support of stationed employees from Japan, including explaining company benefits and U.S. local culture.
Check and sort mail, answer phone, keep office and breakroom supplies stocked
Provide support as necessary to facilitate better work environment for all team members

Administrative Assistant Requirements:

Excellent communication skills, including cross-cultural communications in business environment. Willingness to work in a multi-cultural business setting.
Associate’s Degree in related field preferred
Prior administrative experience
Excellent computer skills
Attention to detail
Desire to be proactive and create a positive experience for others.