Japanese skills are required.
Job title: Administrative assistant
Location: White Plains NY (Hybrid – Min 3 days/week in the office)
FLSA Status: Non-Exempt
Salary Range: $60-63K plus bonus
Working Hour: M-F 9AM – 5PM
General Position Summary
The Administrative Assistant role provides comprehensive administrative support. This position is responsible for a wide range of administrative tasks, including managing the Senior Vice President’s business calendar and coordinating travel arrangements.
Essential Job Functions (Office Services & General Affairs)
- Manage office supplies (inventory, ordering) and handle mail/shipping.
- Keep reception and common areas organized (conference rooms, copy room, storage, pantry).
- Maintain reception phone directory.
- Process invoices, corporate card payments, and SVP expense/travel reconciliations.
- Coordinate catering/refreshments for VIP visits, meetings, and events.
- Arrange office equipment maintenance and coordinate with building management/engineers.
- Research/compare vendors and negotiate contracts for cost and quality.
- Support office activities and emergency preparedness (e.g., fire drills).
- Partner with IT to troubleshoot office equipment.
- Manage electronic documents and handle ad-hoc administrative requests.
Experience
- Minimum 5 years of experience in office administration or a related field
- Experience in a multicultural office environment preferred
Skills
- Business-level Japanese proficiency
- Proficient in Microsoft Office (Outlook, Teams, calendar management)
- Intermediate Word/Excel/PowerPoint skills, including formulas and data visualization (charts/graphs)
- Strong planning, analytical, organizational, and reporting skills; proactive and detail-oriented
- Ability to prioritize multiple tasks, meet deadlines, and maintain high accuracy and integrity
- Familiar with SAP Concur, DocuSign, and AI tools (preferred)
To apply please email your resume to myamamoto@pasona.com