From End of October 2026 through January 2027 (about 3 months)
Pays:
$25-30/hour Position Overview We are seeking a highly organized, detail-oriented, and professional Executive & Administrative Assistant to support daily office operations and provide administrative and executive-level assistance. The ideal candidate will have excellent communication and multitasking skills, a proactive attitude, and the ability to handle confidential information with discretion. This position requires strong organizational skills and the ability to manage multiple priorities in a professional office environment. Key Responsibilities Front Desk & Office Administration Serve as the first point of contact for visitors, incoming calls, and general office inquiries. Manage incoming and outgoing mail, packages, and courier services. Maintain office supplies, equipment, common areas, and conference rooms. Coordinate with building management, IT support, and external vendors regarding office maintenance and services. Assist with document filing, recordkeeping, equipment inventory, and general administrative tasks. Support new employee onboarding, including office access cards, parking arrangements, and equipment preparation. Administrative Support Coordinate domestic and international business travel arrangements, including flights, hotels, transportation, and itineraries. Review and process travel and business expense reports. Maintain employee attendance records, vacation schedules, and internal contact lists. Manage corporate credit card expenses, invoices, subscriptions, and memberships. Coordinate office meetings, company events, and visitor arrangements. Provide general administrative support to employees and management as needed. Executive Assistant Support Manage executive calendars, appointments, schedules, and meeting arrangements. Coordinate conference rooms, meeting invitations, and restaurant reservations. Assist with executive travel arrangements and expense reporting. Prepare, organize, and coordinate documents requiring executive signatures. Support executive-related administrative tasks, including payment coordination and special requests. Handle confidential and sensitive information with professionalism and discretion. Qualifications & Requirements Bachelor's degree in Business Administration or a related field, or at least 5 years of similar work experience. Minimum of 2 years of Executive Assistant experience, including travel coordination and expense report processing. Proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel. Excellent verbal and written communication skills. Japanese Bilingual Skills Preferred - not Required Strong organizational skills with exceptional attention to detail. Ability to prioritize tasks, meet deadlines, and handle multiple responsibilities simultaneously. Professional demeanor with strong interpersonal and customer service skills. Ability to work independently and collaboratively in an office environment. Demonstrated discretion and ability to maintain confidentiality. Ability to lift up to 25 lbs. and perform occasional physical office tasks, including bending, kneeling, and using a small step stool. Ideal Candidate We are looking for a dependable, flexible, and service-oriented professional who enjoys supporting executives and employees while ensuring smooth daily office operations. The successful candidate will be proactive, resourceful, and comfortable handling a wide range of administrative responsibilities in a dynamic business environment.
