Administrative Assistant

Administrative Assistant - Japanese Bilingual Job Num: 57173
Administrative/Clerical

Job Description

Job Title: Administrative Assistant

Location: Palo Alto / Hybrid Work (1-3 times office per week)

Employment Type: Full Time, Temp with renewal potential

Pay: $23-26/h, Hours: h/w

Start: April

Our client (Venture Capital) is looking for an English-Japanese bilingual administrative assistant in Palo Alto. The company allows a flexible work style, requiring 1-3 times office visit per week. An ideal candidate is good with numbers and good at data entry work. Financial industry background is advantageous.

Responsibilities

Expense Process Support

• Liaise with accounting outsourcing company for income and expense reports.
• Handling invoice payments (10-20 invoices/month)
• Manage online bank account transactions (approval required from president).
  • Expense reimbursement (first week of the month)
  • Compile monthly company bank account activity (Excel).
  • Prepare employee expense reports (Excel).
• Organize and digitally store invoices, receipts, and payment records (PDF and photos).

Main Business Support

• Data entry and organize work
  • Input and update Excel data quarterly.
  • Annual meeting preparation
    • Collaborate with Japan headquarters for event planning.
    • Arrange venue, facilities, interpreters, and meeting setup.
    • Assist in document creation (Excel, PPT) including typing, translation, and formatting.
• Customer support
  • Assist in report creation for Japanese clients (Excel, PPT) such as Investor Letter, Monthly letter, Event Report Letter etc.

General Affairs Support

• Arrange meetings and dinners for clients, business travelers, and employees.
• Conference, event, and meetup scheduling and management.
• Support for business travelers from Japan
• Coordinate schedules, logistics, and reservations.

Other Tasks

• Prepare meeting/interview notes/minutes (Japanese/English).
• Provide ad-hoc support for projects and tasks.

Desired Candidate Profile:

• Bilingual proficiency in Japanese and English (able to handle daily conversation and work tasks).
• Basic PC skills (Word, Excel, PowerPoint).
• Financial knowledge is advantageous.
• Flexible availability, with workload concentrated at the beginning and end of each month/quarter.
• Attendance and remote work frequency to be determined based on mutual agreement.
• May visit out-of-office locations to assist client meetings.

To apply, please email resume to

Job Details

City: Palo Alto
State: CA
Job Type: Temporary Job
Pay Rate: 25.00
Languages: English;Japanese
Hours of Operation: 9-17
Benefits:

Contact Information

Job Owner: Stefanie He
Job Owner Email :