Bilingual Administration Assistant

Applicants must be fluent in Japanese and English. (speaking, reading, and writing)

Under the supervision of the plant administration this position provides support for the entire plant. In addition to typing, filing and scheduling, performs duties such coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external (international) callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

1. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.

2. Creates and develops visual presentations for the vice president. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

3. Establishes, develops, maintains and updates filing system for the vice president and the department.

4. Organizes and prioritizes large volumes of information and calls. Answers phones for vice president. Takes messages/answers all routine and non-routine questions.

5. Sorts and distributes mail. Responds to regularly occurring requests for information.

6. Provide rotating coverage for receptionist at the Front Desk during lunch break, vacations and/or sick days.

7. Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary.

8. Assist the Administrative team with special projects on an as-needed basis, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.