Japanese Bilingual Corporate Coordinator-NYC,

Job Description / Qualifications

Japanese Global insurance company in NYC currently seeks a Japanese Bilingual Corporate Coordinator.

Functional

Title:

Japanese Bilingual Corporate Coordinator

Department:
Corporate Operations

Reports To:

TBD

Overtime Eligible (Y/N): N

We are seeking a highly organized, detail-oriented, and bilingual Corporate Coordinator to support executive visits from Japan and provide broader administrative support to the Corporate team and other teams as needed. This role is primarily responsible for preparing detailed itineraries and coordinating the logistics and arrangements for visiting executives, based on information and direction from internal stakeholders. Responsibilities include scheduling, travel arrangements, reservations, and other advance preparations to ensure smooth and efficient execution.

In addition, this position supports corporate events, general administrative tasks, and meeting coordination for the Corporate team and other teams as required.

• Prepare detailed itineraries for visiting executives from Japan based on information and instructions provided by internal members.
• Coordinate travel-related arrangements, including transportation, accommodation, restaurant reservations, and other required bookings.
• Manage and update schedules for executive visits, ensuring all arrangements are accurate, timely, and well-organized.
• Serve as liaison between travel agencies and management to coordinate travel arrangements for executives and visitors when assigned.
• Coordinate with other internal teams to arrange meetings, office visits, and other activities related to executive visits.
• Handle administrative tasks related to executive visits, including invoice processing, expense documentation, and record keeping.
• Support the planning and execution of corporate team events, including logistics coordination and on-site support as needed.
• Coordinate the scheduling and preparation of quarterly Board, Shareholders' Meetings, and annual Off-site meeting, including the development of meeting materials, agendas, and minutes.
• Provide general administrative support to the corporate team, including document preparation, data entry, and coordination of routine office matters.
• Schedule, organize, and support internal meetings, including calendar coordination, meeting logistics, and related follow-up.
• Provide backup support for Staff Assistant tasks as needed during the Staff Assistant's absence.
• Perform additional duties, assignments, and special projects as directed by management, including the EVP or VP, in response to evolving business needs.

• 5 + years in executive support, corporate coordination, administrative support, or a related field
• Business-level proficiency in both Japanese and English is required
• Proven ability to coordinate executive visits, business travel arrangements, and schedule management
• Hands-on involvement in administrative tasks such as invoice processing, meeting coordination, and general office support

This position is eligible for a hybrid work arrangement. However, in-office attendance may be required based on business needs and at the manager's discretion.

Background in a professional corporate environment, preferably within a Japanese company or an organization that works closely with headquarters in Japan

• Medical, Dental, and Vision Insurance – Premiums for employees are covered at 100% and premiums for dependents are covered at 70% by the company
• 401k match and Money Purchase Plan (fully company-funded)
• Life Insurance and Disability Insurance
• Pre-tax Commuter Benefits
• Up to 6 weeks of Paid Parental Leave
• Tuition Reimbursement
• Current Hybrid Work Arrangements
• Paid Holidays in addition to vacation days, floating days and paid sick time