Administrative Assistant

Job Title: Administrative Assistant

Location: Palo Alto / Hybrid Work (1-3 times office per week)

Employment Type: Full Time, Temp with renewal potential

Pay: $25-35/h, Hours: 35h/w

Working Hours: 9:00-17:00

Our client (Venture Capital) is looking for an English-Japanese bilingual administrative assistant in Palo Alto. The company allows a flexible work style, requiring 1-3 times office visit per week. An ideal candidate is good with numbers and good at data entry work. Financial industry background is advantageous.

① Expense Processing (Approx. 5 hours per month)

Invoice Payments (Approximately 20 invoices per month, as needed)

Process payments for invoices related to company operations

Log in to the company’s online bank account and submit wire transfer requests (final approval by the company President)

Most invoices are received via email (PDF), with some sent by mail

Expense Reconciliation (Beginning of each month)

Prepare an Excel summary of the previous month’s company bank account transactions (income and expenses)

Prepare an Excel summary of employees’ expenses for the previous month

Submit documents to the outsourced accounting firm, receive financial statements, and maintain records

Document Management

Maintain and file invoices and receipts for company and personal payments (including scanning and electronically storing paper receipts)

② General Administration / Office Administration

Manage schedules for two employees

Example: Arrange meetings and business dinners with clients, visitors, company employees, and other business contacts

Confirm and manage schedules for conferences, events, and meetups

Provide support for business travelers from Japan

Example: Schedule coordination, logistics confirmation, various reservations

Make restaurant and hotel reservations related to the above

Handle administrative procedures related to company operations (State of California, City of Palo Alto, office leasing, vendors, business partners, etc.)

Replenish and purchase office supplies

③ Core Business Support (Venture Capital Fund Investment)

Data Management

Review and organize data received from portfolio companies (including Excel data preparation under staff instructions; basic Excel skills are sufficient)

Support preparation for the Annual General Meeting (50 hours annually, October–December)

Preparation begins around October each year

Coordinate with Tokyo headquarters staff (event held in Tokyo)

Secure venue, confirm equipment and event flow, arrange interpreters, and set up meetings

Assist with materials preparation (data entry, translation, image/data collection, formatting adjustments using Excel and PowerPoint)

Client Support

Support preparation of reports for clients (primarily Japanese companies) using Excel and PowerPoint

Content mainly related to venture capital funds and the startup industry

Examples:

Input and transcription of designated information from data vendor websites

Translation support (English → Japanese)

Types and Frequency of Client Reports

Investor Letters (May, August, November; approximately 20–30 hours each)

Monthly Reports (every month; approximately 8 hours)

④ Additional Responsibilities (Preferred / Buffer Tasks)

Take notes, provide interpretation, and prepare meeting minutes (Japanese and English) for in-person and online meetings

Provide support for ad hoc projects and assignments as needed

Ideal Candidate Profile / Conditions

English proficiency (comfortable with daily communication locally; prior U.S. work experience preferred)

Basic PC skills (Word, Excel, PowerPoint)

(Preferred) Financial knowledge and interest in startups and venture capital

Regular tasks concentrate at the beginning and end of each month and quarterly

On-site/remote work frequency and core working hours to be determined based on discussion

Example: Approximately 3 days per week in-office (@ Palo Alto)

Core hours 9:00–17:00, but flexible depending on circumstances

Dispatch/contract period: 1 year (with possible renewal based on mutual agreement and business conditions)

Desired start date: April (immediate availability preferred; negotiable)

Outside employment (side jobs) not permitted