Key Responsibilities

1. General Affairs & Office Administration

• Process travel requests and expense reimbursements

• Coordinate travel arrangements for group visitors and staff

• Liaise with building management and external vendors

• Manage office supplies and equipment (purchase, inventory, disposal)

• Serve as liaison with headquarters and group entities

• Manage meeting rooms and maintain office supplies (water, coffee, etc.)

• Order business cards and seasonal greeting cards

• Manage subscriptions and office publications

• Handle incoming/outgoing mail and courier shipments

• Visitor registration and reception support

• Support expatriate staff during onboarding and repatriation

• Manage insurance renewals (medical, corporate, disability), including internal approval documentation

• Vendor coordination and contract management

• Prepare purchase reports upon receipt of invoices and coordinate with accounting

• Manage membership registrations and renewals for external organizations

• Provide administrative support to the Head of General Affairs

  • Assist with document preparation, contract review, and external communications

• Provide administrative support to Compliance and Internal Audit leadership

  • Email correspondence, document filing, copying, and record management

• Review internal approval documents for completeness and accuracy

  • Verify supporting documents, amounts, and approval categories

• Support accounting-related payment processing when primary staff are unavailable

• Provide backup support for general affairs team members as needed

2. Group Staff Administrative Support

Provide administrative support for group staff internal procedures, including:

• Travel request processing

• Entertainment and ethics application processing

• NDA documentation support

• Background and compliance checks

• Internal approval documentation support

Qualifications & Skills

• Strong multitasking ability with high attention to detail and accuracy

• Excellent communication skills in Japanese and English (business-level English conversation not required, but professional communication is essential)

• Ability to follow detailed administrative processes and procedures accurately

• Proactive mindset with interest in improving operational efficiency

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

• Basic understanding of IT systems and office technology

• Comfortable handling external communication via phone, email, and meetings

• Flexible and team-oriented approach to internal support and assistant duties

• Able to meet deadlines and complete assigned tasks responsibly and accurately

• Collaborative and adaptable; able to work within established procedures and team environments

Working Conditions & Compensation

• Work Hours: 8:45 AM – 5:00 PM (1-hour unpaid lunch)

• Daily Work Hours: 7 hours 15 minutes

• Employment Type: Hourly (Non-Exempt)

• Hourly Rate: $25 – $29/hour

• Overtime: Paid at 1.5x base rate for hours exceeding 40 hours/week

Estimated Annual Compensation (at max rate)

• Approx. $54,665/year (base)

• Bonus: Once per year (approx. one month equivalent)

• Estimated total annual compensation: approx. $60,000 including bonus

Benefits

• Annual bonus (based on individual and company performance; approx. one month salary guideline)

• Paid Time Off:

  • Year 1: 12 vacation days + 5 personal/sick days

  • After Year 3: 15 vacation days + 5 personal/sick days (total 20 days)

• Medical, dental, and vision insurance (employee and family)

  • Eligibility begins after 2 months of employment

• Commuter transportation reimbursement within company policy

  • Commuting from areas such as Westchester is eligible (gross-up applicable)