Administrative Assistant -Japanese bilingual

Japanese skills are highly preferred.

Job title: Administrative assistant

Location: White Plains NY (Hybrid – Min 3 days/week in the office)

FLSA Status: Non-Exempt

Salary Range: $60-72K plus bonus

Benefit: Medical, dental and vision insurance, 401K, PTO, commute allowance

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