Administrative Assistant – Part-Time / Temporary

Location: San Jose, CA

Compensation: $25–$28/hour

Hours: Initially approximately 8 hours/week (2 days/week, 4 hours/day); hours may increase as operations expand

Employment Type: Part-time, Temporary, Onsite

Japanese language ability required. This role requires Japanese and English communication to support Japan-based and U.S.-based team members and visitors.

※Applications will only be considered from candidates who meet the listed job-related qualifications. Please review thoroughly before submitting your application.※

Company Overview

A global industrial and technology organization is establishing and expanding operations in San Jose. The local team is seeking a part-time Administrative Assistant to support day-to-day office operations, visitors, logistics, and coordination activities.

Position Summary

The Administrative Assistant will provide hands-on administrative and office support, including shipping/receiving, supplies, visitor reception, meeting room coordination, and business travel arrangements. Japanese and English language ability is required to facilitate smooth communication among local and international team members.

The position will initially work approximately 2 days per week, 4 hours per day. Hours and responsibilities may increase as local operations expand.

Key Responsibilities

• Handle incoming/outgoing mail and shipments, including robot parts and other materials.
• Coordinate delivery of large items with vendors, including schedules, access routes, and internal notifications.
• Purchase and replenish office supplies and maintain receipts/expense documentation.
• Maintain visitor schedules, including dates, times, number of visitors, and required arrangements.
• Greet visitors, confirm appointments and purpose of visit, and connect them with appropriate team members.
• Coordinate shared conference room schedules with internal teams.
• Provide basic office tours to visitors as needed.
• Support business travelers with transportation/logistics, hotels, and restaurant arrangements.
• Provide practical guidance to international team members regarding general U.S. business practices and everyday customs.

Qualifications

Required:

• Japanese and English language ability for daily workplace communication.
• Strong organizational, communication, and coordination skills.
• Ability to independently handle general office and administrative responsibilities.
• Professional and welcoming approach to visitor reception.
• Comfortable coordinating vendors, deliveries, travel, and schedules.
• Ability to work onsite in San Jose approximately 2 days per week.

Preferred:

• Administrative Assistant, Office Coordinator, or similar experience.
• Experience supporting Japanese and U.S. teams.
• Experience with shipping/receiving, office supplies, visitor coordination, or travel arrangements.
• Familiarity with general U.S. workplace and business practices.

Other Details

• Initial schedule: approximately 2 days/week, 4 hours/day.
• Working hours and responsibilities may increase as local operations grow.
• This is a temporary/contract assignment.

※This role may include additional responsibilities as needed based on business needs.※