Industry: IT
Location: Irvine, CA
Salary: $55K-$60K DOE
Visa Sponsor: No
Language: English: Business Level, Japanese: Business Level
Detail: Title: Japanese Bilingual Corporate Administrative Assistant
Industry: IT
Location: Irvine, CA 92618
Wage/Salary: $55K-$60K DOE
FLSA Status: Non Exempt, Full time
Report to: Director, Executive Office
Hours: Monday to Friday, 9:00 AM to 6:00 PM
*On-site presence required
Start: 7/1/2025
Benefit: Medical, Dental, Vision, PTO, 401K and other benefits are available
Summary: Provide comprehensive administrative support to the Corporate Team, ensuring
efficient day-to-day operations across Executive, Finance, Office Management, and HR functions.
Responsibilities:
●Executive Office Support
Organize and schedule meetings, including conference room booking and preparation
Coordinate executive events and corporate meetings
Arrange business travel for executives: flight, hotel, transportation, and activities
Support HQ executive visits: book transportation, hotel, restaurants, and activities, prepare refreshments
Assist in research, booking, and coordination for offsite events and meetings
Take meeting minutes, maintain corporate records, and perform document filing
Support general administrative tasks assigned by executive management
●Office Management
Front Desk Duties: Greet and assist visitors, manage visitor log and guest badges
Receive and distribute incoming deliveries
Maintain office cleanliness and organization
Oversee kitchen upkeep, including loading/unloading dishwasher, maintaining coffee machines, and ensuring cleanliness
Replenish office snacks and beverages
Ordering supplies, managing inventories, and ensuring office equipment is maintained
Coordinate with vendors for office issues: janitorial, handyman, lighting, HVAC, plumbing
Prepare and distribute parking validations
Maintain cubicle name signage and gym form submissions
Arrange catering service
Handle shipping arrangements (e.g., FedEx) and create shipping labels
●Finance Team Administrative Support
Check mailbox and distribute mail
Visit bank to deposit checks
Generate checks using accounting software
Scan and file finance documents
Prepare and label envelopes for mailing
Perform annual inventory and physical count
●HR Support
HR-related administrative tasks, including preparation for new expats, such as ordering business cards and arranging mobile phones
May work on other tasks and projects as assigned
Qualifications/Requirement:
Education: Associate or bachelor’s degree preferred.
Experience: A minimum of 5+ years in an administrative or office support
role. Experience supporting senior leadership is highly preferred.
Technical Skills: Proficiency in MS Word, Excel, PowerPoint, Outlook,
and web-based applications. Knowledge of office management software
and tools is a plus.
Communication Skills: Exceptional verbal and written communication
skills, with the ability to engage with a diverse group of individuals.
Organizational Skills: Strong organizational skills, with the ability to
prioritize tasks and manage time effectively in a fast-paced environment.
Attention to Detail: Demonstrated ability to work with a high level of
accuracy while managing multiple tasks.
Adaptability: Ability to thrive in an ever-changing environment and
adjust quickly to shifting priorities.
Confidentiality: Proven ability to handle sensitive information with
discretion and professionalism.
Language Skills: Japanese language proficiency (spoken, read, and
written) is required
Physical Demands:
The physical demands described here are representative of those that must be met
by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to
talk or hear. The employee frequently is required to stand; walk; use hands to
finger, handle or feel; and reach with hands and arms. Specific vision abilities
required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception and ability to adjust focus.
This role may occasionally require the use of a personal vehicle for domestic
travel, such as going to the bank to deposit checks, picking up food for
executives, or other similar errands that involve driving.
Other Duties:
This job description is subject to change and may be modified at any time to reflect evolving needs of the organization.
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