Administrator - Japan (N0705) - 250072 : OPS-C

Description

Job Summary
This position is responsible for the administration of the Japan Office such that the administrative to facilitate efficient operations and completion of projects. Timely and prompt support for the staff in the Japan office is critical to the success of the department. Additional support for activities of IEEE Japan Council and international volunteers may be added whenever necessary for the success of relevant projects. This position is an individual contributor role and reports to the Director of Japan Business Operations.

Key Responsibilities

• Provides direct administrative support to the Japan Office and staff in the office, as well as to the IEEE Japan Council and international volunteers as required.
• Coordinates activities to support projects which other IEEE OUs, Global Offices, and/or Sections are involved
• Answers direct telephone calls; greets guests; develops and implements travel itineraries; selects and handles requisition of office supplies; and, performs general administrative and correspondence assignments, as needed.
• Sets up and purchase orders; process invoices; monitor and document daily budgeted expenses.
• Translates reports, letters, presentations and other documents for the office
• Plans meetings and office events; Arranges for and schedules meeting with internal and external participants. Work with IEEE meeting planning staff, as required
• Optimizes office administration and operation, including recommending effective procedures and use of office equipment and services

Qualifications

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 4-7 years office administration experience Req

Skills and Requirements

• Must be fluent in both Japanese and English; Must be able to translate documents from English to Japanese and from Japanese to English; Must read and comprehend IEEE By-Laws, policies and some journals.
• Excellent written skills in both Japanese and English, especially in email communications to volunteers and staff
• Advanced secretarial skills to support Director of the Japan Office and activities of the office
• Tact and maintaining confidentiality are imperative
• Strong interpersonal skills
• Strong problem-solving skills; Must make daily decisions on how to best deal with the needs of a variety of people, projects and programs which requires the application of multiple skills and experience combined with a good understanding of current priorities and preferred operating procedures
• Ability to interface and maintain working relationship with senior IEEE volunteers and staff
• Ability to interface with non-IEEE outside member organizations, associations, and business professionals
• Ability to perform competently under pressure
• Ability to adjust workload to facilitate timely completion of projects or activities
• Flexibility to perform within the parameters of the position
• Must be able to "think on her/his feet" with minimal or no guidance, dealing with a myriad of requests/issues of varying degrees of complexity routinely in the course of executing job functions
• Must be a technology savvy knowledge worker who seeks out solutions to business challenges; Must be a proficient user of word processing, spreadsheet, presentation and database software, and be a quick learner of new technologies

Other Requirements:
As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

Job : Administration

Primary Location : Japan

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Schedule : Full-time

Job Type : Regular

Job Posting : Feb 27, 2025, 4:38:53 PM