Administrative Assistant

Administrative Assistant Employment Details

• Location:
  
  New York, NY
• Report to: CEO
• Employment Type:
  
  Full-time, Direct Hire
• FLSA Status:
  Non-Exempt
• Languages:
  
  Japanese (Expert level), English (Intermediate to Business level)
• Schedule:
  
  Monday through Friday, 9:00 AM to 5:30 PM
• Lunch Break: 1 hour unpaid
• Pay Rate: $25-30/hour
• Estimated Annual Compensation:
  Approximately $48750 to $58500 based on a 37.5-hour workweek and 52 weeks per year
• Target Hiring Timing:
  September-October, 2026
• No Medical, Dental, Vision insurance
• No 401(k)
• Hybrid work arrangement: 3 to 4 days is in the office. And 1 to 2 days working from home per week maybe be available, subject to the supervisor’s approval and business needs.

This position assists the CEO for office administrative activities such as secretary, reception, administration, and accounting, and cooperates with staffs of the parent company upon their management needs

• Prepares expense reports.
• Receives and submits all payment approved bills through internal system.
• Creates and/or maintains spreadsheets and other accounting related documents. Communicates with outside accounting firms.
• Performs necessary filings. Manages efficient retention of documents, including offsite shipping.
• Manages scheduling for internal and external meetings as well as company related events.
• Manages business cards, invitation lists and; research and gather information of event location and nearby area for company events.
• Prepares necessary documents, handouts and reports for meetings.
• Assists researches for supervisors as needed.
• Handles incoming/outgoing mails, packages, phone calls and office visitors.
• Welcomes visitors by greeting and direct them to the appropriate person and/or office.
• Communicates with outside vendors for office management related activities such as office maintenance, IT services, etc.
• Performs clerical duties such as photocopying, scanning & printing, sending/receiving fax and letters, etc.
• Manages office supplies. Orders and Purchase office supplies as necessary.
• Arranges transportations and lodgings of manager’s/managements’ business trips.
• Administers insurances include liability and medical insurances.
• Communicates with outside accounting firms for taxes.
• May communicates with outside professional firms for contact renewals.
• Administers attendance and time offs of locally hired employee(s).
• Takes the minutes of the meeting.
• Maintains organized electronic and physical filing systems and ensures documents are stored accurately and can be retrieved efficiently.
• Supports data entry and maintenance of administrative, accounting, vendor, and office-related records.
• Assists with onboarding-related administrative preparation for new employees, including workstation setup coordination, office access, supplies, and documentation support.
• Coordinates office maintenance requests and communicates with building management and service vendors as needed.
• Handles confidential and sensitive company information with discretion and professionalism.
• Arranges transportations and lodgings of business trips for the parent company staffs
• Receives and submits documents and reports to the parent company.
• Prepares necessary documents and spreadsheets upon the parent company’s request.
• Prepares drafting documents of the Internal approval system
• Communicates with the parent company regarding administrative procedures, office matters, internal requests, and related documentation.
• Maintains high ethical standards in the work place.
• Reports all irregular issues and problems to the CEO and works to resolve those issues.
• Complies with all company policies and procedures.
• Performs special projects and other miscellaneous duties as assigned by supervisor.