Job Description

GENERAL AFFAIRS ADMINISTRATIVE ASSISTANT

Job Title: ADMINISTRATIVE ASSISTANT

Job Status: Full Time

Department: General Business

Reports to: General Affairs Division Manager

FLSA Status: Non-Exempt

Positions Supervised: N/A

Starting Rate of Pay: $25.00.hr

The General Business Administrative Assistant supports the General Affairs management team in day-to-day operations. This position incorporates assisting Division Manager with general administrative duties including data entry, filing and document management. The person in this position must possess strong organizational skills, exceptional attention to detail, effective communication abilities, and a willingness to collaborate in a fast-paced environment.

ESSENTIAL DUTIES

• Review, register, and submit Ringi, the process of circulating requests for projects and expenses between the appropriate departments and all required approval signatories.
• Notify Ringi applicant of approval or disapproval, sending them a copy of the approved or disapproved Ringi.
• Arrange for and attends weekly meetings with Japan office to discuss Upper Ringi as needed.
• Reviews and processes Business Trip Applications.
• Coordinates and makes travel arrangements for flights, car rentals and hotel accommodations.
• Work with travel agents to coordinate travel for international trips.
• Reviews expense reports and travel agency invoices, circulating them for approval and forwards them to accounting for processing.
• Assists all team members and supervisor in supporting and coordinating multiple projects.
• Assist department manager in gathering data/information in the preparation of reports.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc., developing, managing, and maintaining filing system.
• Prepare and distribute memos, emails and correspondence to internal team members and management.
• Share in answering and direct incoming calls, taking messages, and responding to office visitor’s inquiries in a professional and courteous manner.
• May participate in managing office duties, such as ordering supplies, and maintaining office organization and cleanliness.
• May be assigned other projects related to job by management.

EXPERIENCE / EDUCATION:

• Associate degree or higher in any field; or an equivalent combination of education and related work experience.

• Experience as an administrative assistant or in a similar role helpful.

SKILLS AND KNOWLEDGE:

• Experience working in a Japanese cultured company.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, Sharepoint) and comfortable with digital communication tools.
• Strong organizational skills and ability to prioritize tasks.
• Good verbal and written communication skills.
• Detail-oriented mindset with a commitment to accuracy in all tasks.
• Ability to handle sensitive and confidential information with discretion.
• Good interpersonal skills, with the ability to work and communicate with people at all levels.

Language Ability:

• Speak, read, and type business level English and while not necessary, equivalent Japanese proficiency preferred.
• If English is your first language, but Japanese proficient, it is preferred that your understanding of the Japanese language ability is equivalent to JLPT level N1.
• If Japanese language is your first language, understanding of the English language equivalent to a TOEIC score of 750 or higher.

Work Environment:

· Indoor (Artificial Lighting; Air Conditioned)

Physical Demands:

Physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

Lift/Carry:

Stand

O (Occasionally)

10 lbs. or less

F (Frequently)

Walk

O (Occasionally)

11-20 lbs.

O (Occasionally)

Sit

C (Constantly)

21-50 lbs.

O (Occasionally)

Handling/Fingering

C (Constantly)

51-100 lbs.

N (Not Applicable)

Reaching Outward

F (Frequently)

Over 100 lbs.

N (Not Applicable)

Reach Above Shoulder

O (Occasionally)

Push/Pull:

Climb

N (Not Applicable)

12 lbs. or less

F (Frequently)

Crawl

N (Not Applicable)

13 – 25 lbs.

O (Occasionally)

Squat or Kneel

O (Occasionally)

26 -40 lbs.

O (Occasionally)

Bend

O (Occasionally)

41-100 lbs.

N (Not Applicable)

N (Not Applicable) Activity is not applicable to this occupation.

O (Occasionally) Occupation requires this activity up to 33% of the time (0-2.5+ hrs./day)

F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 – 5.5+ hrs./day).

C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs./day)

Other Physical Requirements:

• Vision (Near, Distance, Color, Peripheral, Depth Perception)
• Sense of Sound (Hear oral communication and buzzers/alarms)

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.