International Firm is seeking a Japanese-English bilingual Administrative Coordinator who provides administrative and coordination support to the Corporate Operations team, including executive and management support, scheduling, expense processing, business record management, and daily office operations.

The ideal candidate is a detail-oriented, organized, and dependable professional who can manage multiple administrative responsibilities, communicate effectively in both Japanese and English, and work collaboratively in a corporate environment.

Key Responsibilities

Administrative & Executive Support

Process expense reports, Concur entries, and administrative documentation for executives and management.
Maintain accurate business records, data, and information in CRM and other internal systems.
Coordinate executive and management schedules, meetings, and calendar invitations using Outlook.
Assist with travel arrangements, including transportation, hotels, restaurants, meeting rooms, and catering.
Support visits by executives from the parent company in Japan, including preparing and updating itineraries and schedules.

Corporate Meetings & Coordination

Provide administrative support for Board of Directors and Shareholders’ Meetings, including scheduling, preparation, organization, and distribution of meeting materials.
Assist with visa arrangements and administrative procedures for newly assigned Japanese expatriates.
Coordinate meeting logistics, visitor registration, conference room reservations, and related arrangements.

Office Operations & General Administration

Coordinate with building management, facility vendors, and external service providers.
Maintain inventory records for company-issued IT equipment and coordinate equipment setup, repairs, replacements, and IT support requests.
Support daily office operations, including mail, office supplies, office equipment, and facility-related matters.
Assist with internal company events and employee-related administrative activities.
Perform additional administrative and coordination duties as assigned.

Qualifications

Required

Minimum of 3 years of relevant experience in administrative support, office administration, corporate operations, executive support, or a similar role.
Business-level proficiency in both Japanese and English, including verbal and written communication.
Associate’s degree in Business Administration or a related field, or an equivalent combination of education and relevant experience.
Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
Excellent attention to detail, accuracy, and follow-through.
Strong interpersonal and communication skills when working with management, employees, vendors, and external contacts.
A proactive, reliable, and flexible approach to administrative responsibilities.
Ability to work on-site in New York City, Monday through Friday, with flexibility for additional hours as needed.

Preferred

Experience working for a Japanese company or in a Japanese corporate environment.
Familiarity with expense reporting systems such as Concur, CRM platforms, or other corporate administration tools.
Experience supporting executives, coordinating business meetings, or assisting with corporate office operations.