General Affairs Administrative Assistant

The Administrative Assistant plays a key role in supporting the daily operations of the General Affairs department. This position requires a high level of professionalism and discretion in handling confidential and sensitive matters. The ideal candidate is detail-oriented, adept at multitasking, and fluent in both Japanese and English. 

• Manage incoming and outgoing U.S. mail; maintain postage equipment and supplies. 

• Coordinate courier services (FedEx, UPS, international couriers); prepare documentation and maintain tracking logs. 

• Monitor lobby access and assist visitors. 

• Create purchase orders and process invoices for departmental expenses and vendor services. 

• Submit bi-monthly departmental expense reports and business travel reports via Concur. 

• Maintain breakroom inventory and cleanliness, including coffee equipment. 

• Manage office supplies, janitorial items, and PPE inventory. 

• Prepare PPE for plant visitors. 

• Answer and direct incoming calls; provide company and staff information as needed. 

• Assist with departmental projects and administrative tasks as directed. 

Competencies: 

• Strong organizational and multitasking abilities. 

• Excellent written and verbal communication skills. 

• Customer service mindset with a professional and composed demeanor. 

• Ability to work independently and collaboratively. 

• High attention to detail and follow-through. 

• Discretion in handling confidential information. 

Required:  

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) 

• Understanding of office administration procedures, including document management, order processing, and basic accounting.  

Preferred: 

• Bachelor’s degree in related field 

• 1-3 years of administrative experience