Administrative Assistant

About the Role

WSPEC is seeking a reliable, organized, and detail-oriented Administrative Assistant to support the day-to-day operations of our organization. This volunteer position is ideal for someone interested in gaining hands-on experience in administration, nonprofit operations, project coordination, or office management while contributing to a mission-driven organization.

The Administrative Assistant will work with WSPEC leadership and team members to help keep information organized, coordinate schedules, maintain records, and support internal processes.

Responsibilities

• Provide general administrative and organizational support to WSPEC leadership and team members.
• Manage and organize documents, spreadsheets, files, and internal records.
• Assist with scheduling meetings, interviews, onboarding sessions, and other team activities.
• Prepare meeting agendas, take notes, and track follow-up items when needed.
• Draft and organize emails, documents, and other internal communications.
• Maintain accurate records and update organizational databases and spreadsheets.
• Assist with volunteer and team member onboarding and administrative documentation.
• Track deadlines, assignments, and outstanding action items.
• Help coordinate communication between departments and team members.
• Assist with data entry and maintaining organized digital files.
• Support special projects and other administrative needs as assigned.

Qualifications

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Comfortable working independently in a remote environment.
• Ability to prioritize multiple assignments and meet deadlines.
• Professional, dependable, and responsive communication style.
• Familiarity with Google Workspace or Microsoft Office applications.
• Experience with spreadsheets, project-management platforms, CRM systems, or administrative work is a plus but not required.
• Ability to speak Japanese is a big plus, though not required.

What You’ll Gain

• Hands-on experience supporting the operations of a growing organization.
• Experience with administrative processes, scheduling, documentation, and project coordination.
• Exposure to nonprofit operations and cross-functional teamwork.
• Opportunities to strengthen organization, communication, and time-management skills.
• Experience collaborating with a fully remote team.
• The opportunity to take ownership of projects and make a meaningful contribution to WSPEC.