Administrative Assistant

This role operates in a clerical office setting and involves liaising with internal and external partners, conducting clerical work, and managing documentation.

• Coordinate meetings with internal and external partners, ensuring smooth communication and efficient arrangement of meeting rooms
• Conduct weekly and monthly clerical tasks such as drafting contracts and invoices, supporting invoicing/billing work, and approving timesheets
• Conduct regular research and report creation, utilizing various news sources and ChatGPT to create summaries and proofread content
• Gather updates for regular reports such as the Bi-weekly GBDF and Monthly JAH Report
• Manage and maintain the Strategy Intra Portal, ensuring the content is up-to-date
• Oversee documentation management, standardizing the SharePoint folder structure, file naming conventions, and performing maintenance tasks
• Employ your language skills in Japanese and English to effectively communicate with diverse teams and stakeholders
• Utilize Microsoft Office Suite and ChatGPT to perform tasks efficiently and effectively
• Handle customer service tasks such as answering inbound calls, data entry, email correspondence, and scheduling appointments.
• Associates degree or higher
• Minimum of 2 years of experience in an administrative assistant role or similar
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook
• Excellent customer service skills and experience in handling inbound and outbound calls
• Proven experience with data entry and email correspondence
• Ability to schedule appointments and manage calendars effectively
• Proficiency in the Japanese language is required
• Experience with ChatGPT or similar AI chat tools
• Ability to multitask and prioritize tasks effectively
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• High attention to detail and problem-solving skills
• Ability to work independently and as part of a team.