Administrative Assistant (GA Department)

Title: Administrative Assistant (Temp, General Affaires Department)

Wage: $24.50/hour

Work Hours: 9:00-17:00 (Lunch12:00-13:00)

Work Style: Office 3 days at office, 2 days work from home

Location: New York, NY

When: July 2026~

Position Summary

A reputable Japanese government-related organization located in New York is seeking an Administrative Assistant to support office operations and executive administration.

Responsibilities

Greet and assist visitors, including serving refreshments when appropriate

Answer and direct incoming calls through the main office phone line

Monitor and respond to inquiries sent to the general office email account

Provide executive assistant support to the Office Director, including calendar management, appointment scheduling, and administrative assistance

Coordinate internal communications, meetings, appointments, and visitor arrangements

Assist with internal procurement requests and compilation of reports

Prepare, file, and maintain internal approval documents, accounting-related paperwork, and reports

Manage document filing systems and perform data entry tasks

Communicate and coordinate with external vendors, service providers, and building management personnel

Handle general administrative duties, including mailing/shipping documents, managing meeting rooms, office equipment, audiovisual equipment, office supplies, and newspaper subscriptions

Support overall office operations and administrative functions as needed

Qualifications

Ability to communicate professionally and courteously with visitors, clients, and colleagues in both English and Japanese via phone, email, and in person

Strong service-oriented mindset with a willingness to support others and contribute to team success

Proficiency in Microsoft Word, Excel, and PowerPoint, as well as familiarity with AI tools such as Microsoft Copilot or similar applications

Previous experience in document preparation, document management, or administrative support within a corporate or professional office environment

Strong attention to detail and willingness to handle administrative and detail-oriented tasks

Comfortable coordinating business matters and communicating in English

Ability to adapt to changing priorities and proactively support a wide range of office operations

Strong organizational, multitasking, and problem-solving skills