Description

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive onsite support to a technical and operational team, while also partnering closely with a senior leader. This role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced, collaborative environment.

The Administrative Assistant will oversee office coordination, onboarding logistics, scheduling, communications, travel arrangements, event planning, and financial administration. This individual will serve as a key liaison between internal teams, leadership, and external stakeholders.

Fluency in Japanese and English (written and spoken) is required.

Key Responsibilities

• Provide full onsite administrative support to a technical and cross-functional team
• Partner directly with a senior leader to manage day-to-day operational and executive needs
• Coordinate visitor access, badging, and site protocols
• Oversee office resources, supplies, and vendor deliveries
• Support onboarding logistics, including workspace coordination, system access requests, and orientation scheduling
• Draft, translate, and distribute communications in Japanese and English for both technical and non-technical audiences
• Prepare presentations, reports, charts, and supporting materials for internal meetings and external engagements
• Manage complex calendars across multiple time zones and prioritize competing meeting requests
• Coordinate domestic and international travel arrangements
• Prepare meeting agendas, summaries, and follow-up documentation
• Serve as a confidential point of contact for leadership communications
• Assist with planning and execution of onsite meetings, leadership visits, and special events
• Process expense reports and reconcile discrepancies in a timely manner
• Support periodic reporting activities by gathering and validating required documentation
• Maintain organized digital filing systems to ensure accuracy and audit readiness

Qualifications

• Professional fluency in Japanese and English (verbal and written) required
• 3+ years of administrative experience supporting teams and/or senior leaders
• Experience managing complex calendars, travel coordination, and meeting logistics
• Experience processing expense reports and supporting financial reporting workflows
• Strong written and verbal communication skills with exceptional attention to detail
• Ability to maintain discretion and handle confidential information
• Comfortable working onsite in a dynamic, high-volume environment
• Advanced proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word)