Bi-Lingual Administrative Assistant (Japanese language)

Bi-Lingual Department Administrative Assistant - Japanese language proficiency required (spoken and written)

Who We’re Looking For

We’re seeking a highly motivated, service-oriented Bi-Lingual Administrative Assistant to support a dynamic Systems & Electronics Planning Division. This role is ideal for someone who thrives in a fast-paced environment, enjoys being a trusted partner to senior leaders, and takes pride in keeping complex organizations running smoothly.

In this role, you’ll provide high-level administrative support to the Division Vice President, Executive Team, and multiple departments. Your work will directly contribute to the delivery of innovative, world-class electronics systems and the success of the division as a whole.

What You’ll Do

• Provide comprehensive administrative support to the Division Vice President, including calendar management, travel coordination, visitor support, document preparation, and coordination of division-level meetings and events
• Track and report on the status of projects and activities to support executive decision-making
• Support the Executive Team and departments with travel arrangements, meeting and event coordination, onboarding and offboarding activities, and leading safety and 4S initiatives
• Manage multiple priorities simultaneously with strong judgment, self-motivation, and a solutions-oriented mindset
• Organize, create, and maintain electronic and physical files while ensuring confidentiality and compliance
• Leverage Microsoft 365 tools to manage document storage, collaboration, and information sharing
• Assist with budget planning, expense tracking, accruals, and invoice processing with a strong understanding of policies and systems
• Prepare and submit expense reports and invoices accurately and on time
• Create reports, dashboards, and visualizations that simplify complex data for clear communication
• Conduct independent research to support special projects and complex reporting needs
• Develop, standardize, and continuously improve administrative processes to increase efficiency and effectiveness
• Serve as a knowledgeable administrative resource for division members and maintain strong internal networks
• Communicate with personnel at all organizational levels to gather information and support daily operations
• Manage office supplies, equipment ordering, and inventory organization
• Coordinate or manage small projects with a focus on cost-effective solutions
• Maintain division and department seating plans and organizational charts
• Maintain SharePoint sites and manage access permissions
• Monitor non-general supply budgets and provide purchase recommendations to leadership
• Provide Japanese–English language support, including translation for meetings and documents and coordination of travel and events involving Japan
• Support special projects and perform additional duties as assigned

What You Bring

• Japanese language proficiency required (spoken and written)
• High school diploma or GED
• 3+ years of experience providing administrative support at the department leadership level (GM or above)
• Excellent communication and interpersonal skills with the ability to collaborate across all organizational levels
• Strong customer service mindset and proven success working in team environments
• Ability to present information visually using graphs, tables, charts, and other formats
• Proficiency with Microsoft 365 tools, including Word, Excel, PowerPoint, SharePoint, Teams, and OneNote
• Ability to successfully pass an Excel skills assessment
• Experience managing expenses and invoices, including familiarity with Ariba/SAP, Chrome River, and Time & Projects systems
• Experience handling high-volume invoicing
• Strong commitment to confidentiality and handling sensitive information appropriately
• Self-starter with the ability to work independently and manage time effectively
• Proven ability to prioritize competing requests, communicate progress clearly, and escalate conflicts when needed
• Ability to remain composed under pressure and adapt to changing priorities
• Exceptional attention to detail and organizational skills in a fast-moving environment
• Demonstrated success driving continuous improvement in processes and workflows
• Ability to work on-site Monday through Friday, including occasional overtime (up to approximately 10%) and limited travel as needed

What You May Bring

• Familiarity with corporate travel and expense policies, budgeting processes, job request systems, confidentiality, and compliance requirements
• Experience with Power BI or other reporting, analytics, or visualization tools

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Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Application Question(s):

• Will you now or in the future require VISA sponsorship?
• Describe how you support senior leaders in a fast-paced environment, including how you prioritize competing requests, handle confidential information, and add value beyond basic administrative tasks.

Education:

• High school or equivalent (Required)

Experience:

• supporting VP or executive leaders: 5 years (Preferred)
• managing complex calendars and travel: 4 years (Preferred)
• handling confidential information: 3 years (Preferred)
• using Excel for reports or tracking: 3 years (Preferred)
• using SAP, Ariba, or Chrome River: 2 years (Preferred)
• supporting Japanese-English translation: 3 years (Preferred)
• creating charts or data visuals: 3 years (Preferred)
• processing expenses and invoices: 3 years (Preferred)

Language:

• Japanese (Required)
• English (Required)

Willingness to travel:

• 25% (Preferred)