ADMINISTRATIVE & OFFICE
This position is responsible for providing high-level administrative support to company Executives. Primary Job Functions: 70% Assists the President: • communicating in Japanese as necessary. • contacting outside parties as required by the President. • sending information to outside parties as requested. • making travel arrangements, including the change of reservations for President and other Executives, including Chief Technology Officer of AM/NS Calvert LLC as necessary. • communicating with vendors and hotels for the Company. • assisting the President with business functions including those of a confidential nature when necessary. • creating and distributing correspondence. • performing any other administrative duties as necessary. • Upon your own judgement, you may need to assist Executives and President for the weekend from time to time. Performs Routine Secretarial Tasks for the President: • coordinating schedules and making appointments for the President. • preparing and submitting expense reports on behalf of the President. • creating and distributing correspondences on behalf of the President. • answering the phone in a professional manner and taking messages from callers and delivering them to the appropriate parties as necessary. • reading and routing incoming mail, faxes, etc. • making copies and preparing handouts for meetings as necessary. • assisting in daily operations as requested. • coordinating and making arrangement for cleaning and maintenance works for the company house for the President. Greets Visitors and Callers: • greeting visitors at the door and showing them to appropriate meeting place. • offering refreshments to visitors and preparing these refreshments. • tending to visitors and callers needs as necessary. Performs General Administrative Duties: • accurately maintaining and filing information and files (including corporate documents). • distributing mail and faxes when necessary. • printing and making copies of documents, newspapers, etc. • contacting outside parties – organizations, vendors, contractors, etc. as necessary. • assisting Staff members with membership applications. • performing other administrative duties as needed. Secondary Job functions: 20% Assist other Expats: • making arrangements and scheduling for Expats and visitors from affiliates and parent company attending to the same meeting as President attends. • spontaneously assisting Expat Managers in information gathering, analysis and reporting, and setting up of the settlings. • supporting official events such as golf competition and official gatherings. Keeps Senior Management Informed: • participating in meetings. • reporting problems to Senior Management verbally or in writing in order to avoid confusion and further problems. • recommending changes for improvements in the Company's functions to Senior Management. Common Job Functions: 10% Contributes to the Team Effort: • being flexible in work assignments. • assisting other Staff, as needed, for the office administration works, reimbursement request processes with other affiliate companies, and assistance for Secretary in organizing and filing various official documents such as phone directory and e- mail address list of employees. • filing corporate minutes books, resolutions and Expats’ visa document and by accomplishing related tasks when requested. Maintains Professionals and Technical Knowledge: • attaining job-related certification. • keeping up on industry trends. • applying that knowledge to the job. Acts on Constructive Feedback: • being open to feedback from peers, Supervisors, and clients and using the feedback to improve performance. Improves Processes: • examining departmental work processes, research procedures, administrative procedures, etc. and recommending changes where appropriate. Upholds Work Standards • maintaining professional conduct and appearance. • realizing one’s own limitations and seeking assistance when needed. • using established communication channels. 3. Essential Job Requirement
Bachelor’s degree from four-year college or university, or associate degree from junior college or equivalent; and one to three years related experience and/or training; or equivalent combination of education and experience. Bilingual in Japanese is required.