Sr Administrative Assistant

Provide administrative support services to CMA Executives, General Affairs, business travelers, expatriates, and dispatch members. Serve in a bilingual (English/Japanese) capacity as duties dictate.

Greet visitors and inform the appropriate employee of arrival. Maintain a log of visitor arrivals and departures and issue visitor passes. Answer telephone; screen and route calls to the appropriate party. Receive, sort, and distribute incoming mail.

Focal for the charity events for local schools.

• Greet and direct visitors in a professional manner; maintain a log of visitor arrivals and departures and issue appropriate visitor passes. Maintain the visitor welcome board and coordinate with guard to prepare for guest arrival as necessary.
• Maintain a database of required visitor documentation, including export screening, and ensure compliance with outlined procedures prior to allowing a visitor to proceed beyond the lobby area.
• Answer incoming calls promptly and professionally and route calls to the appropriate party.
• Receive, sort, and distribute incoming mail. Collect, verify proper preparation and send outgoing mail and parcels as requested. Weigh and assign postage for all outgoing mail by utilizing provided postage scale and meter equipment.
• Accept deliveries of materials to the office and notify the appropriate department in a timely manner.
• Maintain the visitor information electronic calendar.
• Act as the administration building conference room coordinator by posting daily room schedules, resolving reservation conflicts, and maintaining necessary conference room supplies.
• Maintain reception desk and lobby area in a clean, orderly fashion.

• Assist in the relocation of Japanese expatriates and their families, including providing assistance with obtaining social security cards, banking accounts, and driver’s licenses as needed.
• Coordinate housing needs and provide interpretive service as needed for Japanese expatriates, including guests.
• Track and verify visa validity, immigration status, and assignment end dates for Japanese expatriate employees to ensure continued legal residency and work authorization in the United States.
• Provide administrative and confidential support services to the VPs.
• Administrator of Concur, the online Travel System. Update all information regarding approved managers as needed and act as a focal point of travel agencies.
• Administrator of CMA Shop and Toray/CMA logo guidelines and product.
• Work with others to achieve an atmosphere of teamwork and continuous improvement.
• Back up the administrator of the corporate website.
• Provide support and assistance with planning and executing company-wide events.
• Attend Safety Committee monthly and report to GA meeting.
• Focal for the charity events for local schools.
• Assist with support of corporate social responsibility programs for the Japanese community, the local community, and the State of Washington.
• Input maintenance work orders for equipment and facility repair as requested.
• This job description in no way implies that these are the only duties to be performed by the Associate. At all times Associates will be required to follow instructions and to perform any other duties within this or a higher/lower level job upon request of the supervisor.

• Bilingual communication skills in English and Japanese, with a strong understanding of Japanese business culture and professional etiquette.
• Administrative or secretarial experience preferred, particularly within a Japanese business environment.
• Demonstrates honesty, integrity, professionalism, and accountability.
• Strong interpersonal and customer service skills, with the ability to build positive relationships across all levels of the organization.
• Team-oriented and collaborative, with a positive attitude and willingness to support colleagues and shared goals.
• Dependable, adaptable, and capable of managing priorities, schedules, and changing business needs effectively.
• Strong organizational, problem-solving, and time-management skills, with a commitment to delivering high-quality work.
• Job tasks are carried out in an environment that consists of recurring work…