Part-time Administrative Assistant - Japanese Bilingual

Position: Part-Time Executive Administrative Assistant (Japanese Bilingual)

Location: San Jose, CA (Hybrid)

Employment Type: Part-Time, Long-Term Contract

Schedule:12-24 hours per week (approximately 20 hours/week preferred)

Flexible schedule between 9:00 AM - 6:00 PM, Monday through Thursday

One day per week in the office required, with occasional additional on-site attendance as needed

Compensation: $25-$35/hour (DOE)

Summary


A Japanese corporation is seeking a highly organized and dependable Part-Time Executive Administrative Assistant to support a senior executive and the R&D team. This position will serve as a key administrative resource, handling executive support, office coordination, travel arrangements, scheduling, and communication with Japan headquarters.


The ideal candidate is detail-oriented, professional, and capable of managing confidential information while working independently in a hybrid environment.

Key Responsibilities


Executive & Administrative Support

• Provide comprehensive administrative support to senior management and the R&D team
• Manage calendars, schedule meetings, and coordinate conference calls
• Arrange domestic and international business travel, including flights, hotels, transportation, and dining reservations
• Prepare and submit travel and business expense reports
• Draft, organize, and maintain correspondence, files, records, and documentation
• Assist with email communications and follow-up activities as needed

Communication & Coordination

• Coordinate communication with Japan headquarters and internal stakeholders
• Serve as a point of contact for vendors, visitors, and external business partners
• Assist with meeting preparation, visitor arrangements, and hospitality support
• Handle phone calls, messages, and general inquiries professionally

Office Operations

• Order office supplies and refreshments
• Coordinate incoming and outgoing mail, courier services, and shipments
• Maintain organized office records and assist with general office administration
• Support a clean, organized, and professional office environment
• Accounting & Administrative Support
• Assist with expense tracking and administrative accounting tasks
• Support month-end administrative and accounting processes
• Coordinate documentation and reporting as requested

Qualifications

• Japanese language proficiency is required (reading and writing)
• Business-level English communication skills preferred
• Minimum 2 years of administrative, executive assistant, or office support experience
• Experience supporting executives or senior management strongly preferred
• Strong organizational skills with the ability to manage multiple priorities
• Ability to work independently with minimal supervision
• High level of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Experience with expense management or accounting systems such as Concur is a plus

Preferred Background

• Experience working for a Japanese company or supporting communication with Japan headquarters
• Executive Assistant experience preferred
• Experience in a hybrid or remote work environment

Additional Information

• Candidates must have valid work authorization in the United States.
• The position requires occasional attendance at the San Jose office and the ability to commute when requested.

Application Form