Administrative Assistant

$25-30/hr

• A global engineering and manufacturing leader is seeking a bilingual Administrative Assistant to provide comprehensive administrative support to ensure the smooth operation of the IT department during a leadership transition. This is a temporary staffingposition for a 9-month contract (until March 2027), with the possibility of an extension. The role focuses on helping the Temporary Head of IT by coordinating business meetings, preparing meeting notes, creating and updating issue management trackers, and preparing operational manuals to maintain seamless IT operations.

Coordinate and manage schedules for business meetings with staff and business partners.

Attend meetings and prepare detailed meeting notes, summaries, and action/task lists.

Create, update, and follow up on organizational issue management trackers, business partner lists, budget management sheets, and other documents managed by managers.

Prepare documentation and manuals for managers' work processes.

Create and maintain office documents, spreadsheets, and presentations as instructed.

Manage paper and electronic documents as instructed, including mailing, copying, and filing documents.

Facilitate communication with third-party accounting vendors to ensure smooth invoice management and prevent misunderstandings.

Support preparation and coordination for IT department-hosted events in October.

• Hours: Full-time, 40 hours per week.
• Schedule: Flexible start time between 8:00 AM and 9:30 AM (8-hour workdays).
• Weekend/Late Night Work (20%): Participation in meetings after regular business hours, approximately between 5:00 p.m. and 9:00 p.m., once or twice per week to align with Japan.
  Participation from home is fully acceptable for these late meetings.
• Travel: Strictly an office-based role; no business travel required.
• Physical Requirements: Regularly required to sit for long periods; frequently lift up to 10 lbs, occasionally up to 25 lbs.

• Houston, Texas

• $25.00 - $30.00 / hr

• Standard company holidays and weekend rest days (to be fully detailed in the onboarding contract agreement).

Language: Japanese bilingual proficiency is required, including the ability to communicate clearly in Japanese and English for business meetings, written correspondence, documentation, and follow-up with internal and external stakeholders.

Experience: Minimum of 3 years of administrative experience within a similar or related role.

Education Requirement: High School diploma or equivalent required (Associate degree or equivalent preferred).

Skills: Experience in Microsoft Office applications (PowerPoint, Word, Excel, and Outlook). Excellent organizational skills, attention to detail, and the ability to simultaneously manage and deliver multiple priorities.

Mindset: Ability to take initiative, anticipate needs, and follow up on tasks with minimal direction.