Job Title: Administrative Assistant
Location: Santa Clara, California
Report to: President
Salary: $70,000-$80,000.00
Work Style: Hybrid - Office 3 days, Remote work 2 days
Job Summary: The client is seeking a detail-oriented Administrative Assistant to manage HR and accounting tasks, including budget planning, employee management, expatriate support, policy review, financial data entry, invoicing, and other administrative duties. This role requires a high level of organization, excellent communication skills, and the ability to manage multiple tasks efficiently. While proficiency in all tasks is not required, the ideal candidate should have a willingness to learn and collaborate closely with the HR and Accounting departments of their headquarter and assist the President.
Responsibilities:
Human Resources:
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Handle recruitment, onboarding, offboarding, and employee records.
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Assist in HR budget management.
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Review employee handbook and revise incentive policies.
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Conduct compensation surveys and support performance management.
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Expats Support: Provide visa, housing, vehicle arrangement, and repatriation support for expatriates.
Accounting:
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Enter budget and expense data.
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Support budget vs. actual performance analysis.
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Assist in preparing materials for board meetings.
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Send and manage contracts and invoices.
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Support fixed asset inventory tasks and internal audit reports.
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Assist in CSR planning, R&D reporting, and vendor management.
General Administrative Duties:
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Answer and direct phone calls, emails, and other correspondence.
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Schedule and coordinate meetings, appointments, and travel arrangements.
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Maintain and update office supplies inventory.
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Prepare and distribute meeting agendas, minutes, and other documents.
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Assist in the preparation of regularly scheduled reports.
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Develop and maintain a filing system for both physical and digital documents.
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Handle sensitive information in a confidential manner.
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Provide general support to visitors and act as the point of contact for internal and external clients.
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Coordinate office procedures and ensure the office operates smoothly.
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Assist in the planning and execution of company events and functions.
Qualifications:
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Must be a Japanese and English Bilingual
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Excellent communication and interpersonal skills.
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Proficiency in Microsoft Office Suite.
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Strong organizational and multitasking skills.
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Knowledge of HR and accounting software is a big plus.
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Experience in Japanese organization is a plus.
Compensation: Competitive salary and benefits package.
