Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team in New York, NY. This is a Contract-to-permanent position, offering a dynamic hybrid schedule with two days in the office. The ideal candidate will possess strong organizational skills and the ability to manage multiple responsibilities while maintaining a proactive and open mindset. Proficiency in Japanese and English is essential for this role.

Responsibilities:
• Process accounts payable by entering vendor information, managing payment schedules, and ensuring timely follow-ups.
• Coordinate and organize events, including logistical planning and communication with stakeholders.
• Utilize advanced Excel functions, such as VLOOKUP and pivot tables, to analyze and manage data effectively.
• Provide administrative support by handling inbound calls, managing correspondence, and maintaining office records.
• Assist with travel arrangements, including booking accommodations and transportation.
• Collaborate with the VP of the General Administration group to meet departmental goals and directives.
• Maintain bilingual communication in Japanese and English to support internal and external interactions.
• Contribute to general office operations, ensuring smooth workflows and addressing any administrative needs.
• Adapt to a hybrid work schedule, demonstrating flexibility and productivity both in-office and remotely.• Minimum of three years of experience in administrative roles, preferably in a mid-level position.
• Proficiency in Microsoft Office Suite, particularly Excel (VLOOKUP and pivot tables).
• Fluency in both Japanese and English, with strong verbal and written communication skills.
• Proven ability to manage accounts payable processes and vendor relationships.
• Experience in event coordination and logistical planning.
• Strong organizational and multitasking abilities with attention to detail.
• Open-minded and eager to learn, with a proactive approach to problem-solving.
• Availability to work a hybrid schedule with two designated in-office days.