Bilingual Japanese Executive Assistant

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International Bank is seeking an Executive Assistant with Japanese language skills who will be supporting top-level executives, including the GM of AD, GM of GBU, and GM of GMU. Follow established guidelines for day-to-day, routine operational and administrative work. May be required to use some independent thought to handle complex issues. Focus on execution within defined parameters, some expansion based on developing capabilities or experiences in conjunction with experienced staff. May have informal supervisory functions assigned.

Duties and Responsibilities:

  1. Provide secretarial assistance to the General Manager(s) of the AD, GBU and GMU including typing/word processing, handling internal and outside mail and email, phone calls, scheduling appointments, travel and entertainment arrangements/reimbursement including HO reporting, and holiday cards.
  2. Keep track of the daily schedule of the General Manager(s), check the schedule each morning, and confirm with the General Manager(s) if there are any logistical needs. In addition, every Friday, the executive assistant is expected to explain the next week’s schedule to the General Manager(s) and discuss administrative issues with them. Centralized management of the GM schedule (whenever a staff member schedules an appointment with the GM, they must go through the executive assistant, who schedules the appointment in consideration of the GM’s situation).
  3. Responsible for establishing good working relationships with all the secretariat offices of Japanese and non-Japanese Corporations in the US, which the bank has ongoing or potential business relations, so as to maintain and promote business relationships among the entities.
  4. Coordinate logistics with the external counterparties, including meetings setup which may be in-person or videoconference, and select and reserve banquet venue, gifts, and limo. Prepare appreciation letter and/or e-mails as well as meeting record after the event.
  5. Support and assist the General Manager(s) to implement business events, as assigned.
  6. Liaise across the Bank and with HO on behalf of the General Manager(s,) under the General Manager’s instructions. Communicate with and report to HO Corporate Secretariat Office as needed and manage logistics with HO executives such as setting up meetings (Outlook/Zoom setup, meeting host).  Assist the GM with attendance by keeping track of various head office meeting schedule.
  7. Assists with various travel arrangements for Head Office employees including the arrangement of events related to the IMF meeting, etc.
  8. Assist and support the General Manager(s) personal related matters, such as housing, annual health checkup, tax return, on an as needed basis.
  9. Performs other duties and responsibilities required by General Manager(s).

 

Requirements: 

  1. Bachelor’s degree in business or its equivalent with 3+ years of related experience.
  2. Bilingual oral and written skills on a business level in both English and Japanese.
  3. Excellent computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  4. Excellent interpersonal skills, good oral and written communication skills.
  5. Good organizational and multitasking skills.
  6. At least 5 years of executive assistance experience in a company with more than 200 employees.

Base salary up to 95K+Bonus

Bilingual Japanese Assistant, IT Department – International Bank

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International Bank is seeking an assistant in Information Technology Department (ITD) with Japanese language skills.

Position Overview:

Responsible for providing administrative, clerical, or technical support for a department. This includes distributing information, taking notes, transaction processing, and maintaining/administering documents. Focus on daily deliverables and defined outputs under direct supervision with little discretion.

Duties and Responsibilities:

  1. Maintains, tracks and pays invoices related to IT expenses.
  2. Maintains request forms sent to the IT department and keeps accurate records.
  3. Maintains inventory information for both hardware and software.
  4. Maintains important documents, agreements, procedures, manuals, and memorandums related to IT.
  5. Produces system access monitoring reports from various systems and provides them to the person in charge of each system and relevant parties.
  6. Interacts with the person in charge of each system and relevant parties and takes necessary actions to rectify any findings in cooperation with other IT staff.
  7. Receives calls/messages from employees/counterparties and liaises with relevant IT staff.
  8. Acts as a liaison between employees and other IT staff by assisting employees with finding the necessary IT resolutions in cooperation with IT staff.
  9. Coordinates meetings with employees, vendors, and guests and takes minutes in meetings, as needed.
  10. Provides written and verbal translation services.
  11. Helps coordinate and prepare for various IT audits and examinations.
  12. Acts as a liaison between the bank and external vendors regarding contracts and payments.
  13. Performs IT administrative routine work according to procedures.
  14. Creates applications/reports to maintain IT-support contracts.
  15. Promote operational process improvement.
  16. Performs other duties and responsibilities as assigned by management.

 

Knowledge, Skills, and Abilities:

  1. Bilingual oral and written skills on a business level in both English and Japanese.
  2. Advanced computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  3. Good understanding of technical IT terminology.

 

Base salary 85K +Bonus

Bilingual Japanese Administrative Assistant

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International Financial Firm is seeking an Administrative Assistant.

• Provide overall administrative support to the Chief Auditor, line SVPs and Professional Practices in USAO.
• Schedule internal and external meetings for the team.
• Document and submit travel entertainment expenses, and other expenses such as training, for the USAO team members.
• Liaise with other business groups within MUTB-NY on Branch matters.
• Track and report USAO team members’ compliance with requirements such as access controls and mandatory trainings.
• Support Professional Practices team in activities such as keeping track of timesheets, project sheets and preparing presentations and/or analysis using Microsoft Office tools.
• Write Bilingual correspondence/ letters and inter-office memos.

 

Qualifications

  • Bachelor’s Degree
  • 1-2 years of relevant work experience.
  • English and Japanese Bilingual
  • Proficient in Microsoft Excel, Microsoft Word, and other Office products.

 

Base 60-65K+OT+bonus

BL Japanese Administrative Assistant – Corporate Strategy & Administration

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International Bank is seeking an Administrative Assistant with Japanese language skill in their Corporate Strategy & Administration Team who will provide with operational and administrative supports.

Responsibilities

  • Prepare various head-office, management and internal reports!
  • Provide communication support to the team and team head.
  • Perform administrative supports including managing documentation/files, expense reports, office supplies, etc.

Requirement

  • Bachelor’s degree preferred.
  • Intermediate proficiency with MS Office (Word, Excel, PowerPoint)
  • General knowledge in finance and accounting
  • Strong communications and interpersonal sills
  • Organization/time management skills
  • Multi-tasking, to be able to work in a fast-paced environment.
  • Japanese language skill

Base salary up to 65K+OT+Bonus

Human Resources Generalist/Office Administrator

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International Technology Firm is seeking a Human Resources Generalist/Office Administrator.

Duties and Responsibilities:

  1. Manage onboarding, conducting evaluations, support hiring, and manage employee relationships.
  2. Manage company benefits and assist and prepare payroll.
  3. Maintain office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions and assigning/monitoring clerical functions.

Knowledge, Skills, and Abilities:

  1. Bachelor’s degree.
  2. Excellent computer skills in Microsoft Office including Excel, Word, and PowerPoint.
  3. Excellent interpersonal skills, good oral and written communication skills.
  4. Good detail orientation, organizational, and multitasking skills.

 

Base staring 85K+bonus

Sales Assistant

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International Chemical Company is seeking a Sales Assistant responsible for sales support functions, including providing customer service, maintaining sales information, and creating documents as necessary.

Responsivities:

  • Performs Sales Support Functions by processing sales data and generating sales reports; by receiving, processing, and confirming orders; by creating purchase orders, letters of credit, and sales contracts; by conducting research activities on the internet grasp current market needs; by contacting customers in order to troubleshoot problems as they occur; by following up on past-due accounts to ensure that all collections are completed and by performing any other sales support functions as necessary.
  • Assists Production Processes by communicating with oversea suppliers via telephone and e-mail to ascertain production (including sample process and bulk production) is going smoothly on time and keeping quality standard; by negotiating with customers when quality or delivery problems are found; and by handling production issues as necessary.
  • Provides Customer Services by effectively communicating with customers via phone, f, and e-mail and handling questions, requests, and claims; by providing information about sales order status; by preparing textile/garment samples for customers; by assisting claims issues; by following up on all customer calls, visits, and inquiries; by reporting customer concerns, and resolving when possible; and by troubleshooting any problems in a timely manner.
  • Maintains Information: by maintaining sales data; by entering sales and profit data per customer/product; by inputting new client company information in the database; by creating customer contact reports; by creating and checking stock data sheet; and by documenting new project inquiries from new and current clients.

 

Requirements:

  • Bachelor’s degree
  • 1year’s relevant experience
  • Strong communications/interpersonal skills
  • Proficient in MS Office
  • Flexible work style, can work under pressure

Bilingual Japanese HR/GA Assistant – International Firm

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An established International Firm is seeking a HR/GA assistant who has Japanese language skills.

1. Human Resources
• Assist with the day-to-day operations of the HR group
• Assist in payroll preparation and data entry (Semi-monthly and Monthly)
• Assist with group health insurance (medical, dental, vision, life, etc.) enrollment and inquiries from employees
• Maintain employee information by use of the ADP system
• Administer all aspects of accommodations of new expatriates and business visitors of related companies.
• Administer expatriate tax process working with outside accounting firm.
• Undertake various projects as assigned by senior management

2. General Affairs
• Perform a variety of administrative duties
• Coordinate meetings for the managers
• Administer various administrative related contracts

Qualifications:

• Degree in Human Resources or related field
• At least 2 years of experience in Human Resources or 3 years of experience in an administrative role
• Proficiency in English, Japanese is a plus
• Must have strong communication skills
• Must be able to quickly resolve problems

 

Base salary: 50K+OT+bonus

Bilingual Japanese HR/GA Assistant

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International Firm is seeking a HR/GA assistant who has Japanese language skills.

1. Human Resources
• Assist with the day-to-day operations of the HR group
• Assist in payroll preparation and data entry (Semi-monthly and Monthly)
• Assist with group health insurance (medical, dental, vision, life, etc.) enrollment and inquiries from employees
• Maintain employee information by use of the ADP system
• Management and operation of the internal communications website
• Assisting in the planning of company events

2. General Affairs
• Perform a variety of administrative duties
• Maintain an inventory of office supplies and equipment
• Liaising with facility management vendors, including cleaning, catering, and security services
• Communication with building management and reservation of meeting rooms, etc.
• Mail sorting and shipping
• Assistance with the company relocation (in 2023)
• Assistance when ad hoc tasks arise

Qualifications:

• Degree in Human Resources or related field
• At least 2 years of experience in Human Resources or 3 years of experience in an administrative role
• Proficiency in English, Japanese is a plus
• Must have strong communication skills
• Must be able to quickly resolve problems

 

Base salary: 65-72K+bonus

Accounting and Administrative Staff

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International Company is seeking an Accounting/Administrative Staff

Responsibilities:

Bank related assignments:

  • Post cash receipts to AR in NAV and generate daily cash receipts
  • Post cash payment to AP in NAV
  • Create weekly past due report
  • Organize and prepare the documents for bank account transfers, wires and ACH
  • Print out checks, assemble each check with the backup information and submit for approval and signature
  • Mail the signed checks with necessary payment stubs
  • Create account transfers, wires and ACH at bank site ready for approval
  • Keep an eye on cash balance of checking accounts so that cash is not getting short
  • Organize and file bank activity backup papers for daily reports and wires, ACH
  • Verify check occasionally

General accounting assignments:

  • Respond to account balance confirmation from customers/vendors
  • Issue advance receivable invoices to head office/group companies upon approval from General Managers
  • Post purchase/sales invoices
  • Monthly bank reconciliation and update major account reconciliation schedule including fixed assets, advance receivables and other items.
  • Assist to tax filing and filing schedules
  • Local tax filing (NYC rent tax etc.) and corporate registration for local government
  • Monthly closing such as creating monthly preliminary report by product, and monthly inventory reconciliation, running FX calculation in NAV, etc.
  • Fill out and send credit reference to our vendor’s agent
  • Inputting weekly FX rate in NAV
  • Assist Annual audit
  • Consolidated quarterly and yearly closing

General administrative assignments:

  • Manage communications addressed to the Company including phone, e-mail, letters, packages etc.
  • Manage, maintain and replenish office supplies and equipment including business cards, company stationary and arrangement for repair/trouble shooting.
  • Sending documents by FedEx, certified mail, etc

Requirements

  • 2 or more years’ experience in accounting position
  • College graduate (at least bachelors’ degree)
  • High organizational skills with the ability to multi-task
  • Process oriented with the ability to prioritize and manage to timelines
  • Well versed in Microsoft Office Suite software, ERP(preferably Microsoft Dynamics NAV) and advanced skills with Excel and Outlook

Base salary up to 60K, Hybrid

Bilingual Japanese Planning & General Affairs Administration Officer

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An international financial firm is seeking a bilingual Japanese Planning & General Affairs Officer.

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