Senior Administrative Assistant

SUMMARY OF POSITION:

This position provides administrative and operational support to the VP/GMs of Legal & Compliance, HR & General Affairs (GA), and Internal Audit, while also supporting the overall needs and operations of these departments. Additional assistance is provided to C-Suite assistants as needed.

ESSENTIAL FUNCTIONS:

In-person work at the assigned office location is a regular component of this role’s responsibilities.

• Provide administrative support by independently managing complex calendars, scheduling internal and external meetings, coordinating travel and entertainment arrangements, and processing expense reimbursements in accordance with company policies.
• Provide administrative support across multiple departments by assisting with routine invoice processing, submitting access requests for internal systems, distributing internal communications, and supporting basic Accounts Payables /Accounts Receivables and prepaid expense tracking in accordance with established procedures.
• Assist in preparing routine reports, presentations, surveys, and correspondence, including confidential materials.
• Provide logistical support for meetings by assisting with scheduling, room setup, and preparation of meeting materials.
• HR & GA: Responsible for onboarding/offboarding and regular data quality maintenance in the RAVE notification system.
• Legal & Compliance: Kintone tracking — assisting with legal and compliance tracking system, and monthly compiling of reported data. Input departmental budget data and periodic forecasts into the BMS system.
• Internal Audit: Maintain up‑to‑date records of all professional memberships (e.g., Institute of Internal Auditors) and software subscriptions (e.g., Diligent), including renewal schedules. Input departmental budget data and periodic forecasts into the BMS system.
• Provide limited administrative coverage for C-Suite assistants during absences, as assigned.
• Order and maintain office supplies, maintain files, answer routine correspondence and respond to requests for information.
• Assist in onboarding/offboarding administrative processes for department staff, including system access coordination and equipment/logistics support.
• Assist with administrative and logistical tasks for internal and external company events as assigned (i.e. Japan Parade, reception of VIP from HQ, Advisory Board meeting, regional manager meeting, etc.)
• Identify opportunities to improve administrative processes and recommend efficiency enhancements.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Bachelor’s degree or equivalent combination of education and relevant experience preferred.
• Minimum of 3–5 years of progressive administrative experience.
• Ability to support multiple departments and work under direction in a fast-paced corporate environment.
• Ability to manage routine tasks, prioritize workload as directed, and escalate issues appropriately.
• Strong verbal and written communication skills, with the ability to interact professionally with colleagues at all levels.
• Proficient in Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
• Strong attention to detail and organizational skills.
• Experience in SAP and Concur desired.
• Fluent in Japanese a plus.