Administrative Assistant / Receptionist

Position Summary
Conduct a variety of office support, facilities-related tasks and administrative functions for Corporate Operations team, expatriate employees (including key executives), and throughout the company as needed. Provide support with accounting, financial and administrative duties. This position requires on-site attendance 5 days a week.

Essential Duties/Function:
• Serve as representative of the company by greeting and attending to guests upon arrival. 
• Establish primary contact and rapport with clients, vendors, and visitors at reception desk; create  appointment schedules; ensure reception area and all conference rooms are safe, clean & presentable. 
• Provide corporate-wide administrative and facilities support, including but not limited to coordinating organizational meetings (weekly team head meetings, company meet-ups, corporate events, etc.),  interacting with the building for facilities requests, implementing various security procedures,  issuing/collecting ID cards, maintaining records, and vendor coordination.
• Support employees in managing their conference room needs by booking rooms and managing availability; provide the best possible experience for guests (i.e. offering refreshments, ensuring the  rooms are sanitized, cleared and maintained after use, etc.); assist in resolving unexpected scheduling  issues as they arise.
• Arrange corporate travel, business dinners and meetings by developing itineraries and agendas, booking  other transportation, arranging lodging and meeting accommodations, and handling expense  reconciliations.  
• Coordinate company lunches within budget, including daily maintenance of café.  
• Provide support to expatriate staff on administrative matters; collect, compile, and submit requested  information to parent companies in Japan.
• Monitor and manage office postage machines, copiers and supplies inventory (including Café) and place  orders, as necessary.
• Answer internal and external phone calls and direct or otherwise respond to all calls as appropriate. 
• Administer company PC’s and Mobile devices.
• Receive, sort and distribute official documents and mail addressed to the office.
• Update and maintain employee seating chart; coordinate telephone maintenance between employees  and the phone company (IIJ).
• Support internal audit preparation; prepare documents required for the annual internal audit and  annual ACA mock audit.  
• Order company-wide business cards and distribute them to all employees.
• Respond to basic queries pertaining to the services provided by the company.
• Assist with the preparation of Holiday cards.
• Miscellaneous duties as assigned.

• Proficiency in Japanese and English required.  
• Ability to work Monday to Friday 9:00am to 5:00pm in our NYC office with flexibility to work overtime as  needed.
• At least two years of administrative/receptionist experience; previous work experience in a global organization preferred.
• Associate’s degree in Business Administration, Accounting, Finance, or related discipline desirable.
• Strong knowledge of Microsoft Office (Word, Excel, PowerPoint); proficient in data entry and budget  management.
• Excellent communication skills (including via phone, e-mail, and in person); ability to independently  compose correspondence, maintain confidentiality, and display discretion.
• Exceptionally strong presentation and interpersonal skills are essential, with the ability to adapt and  collaborate with various departments and all levels of staff.
• A professional and flexible team player who possesses strong attention to detail, accuracy, and sound  judgment.
• Organized and able to follow up on multiple tasks without direction.


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