Administrative Assistant

Administrative Assistant

Location: Houston, TX

Compensation: $28/hr

Hours: Monday–Friday approx. 8am~5pm; evening meetings from approximately 5:00 PM–9:00 PM may occur 1–2 times per week and may be attended from home

Employment Type: 9month full-time temporary position, non-exempt

※Applications will only be considered from candidates who meet the listed job-related qualifications. Please review thoroughly before submitting your application.※

Japanese language ability required. This role requires clear communication in Japanese and English for business meetings, written correspondence, documentation, follow-up, and coordination with internal and external stakeholders.

Company Overview

A corporate services organization is seeking an Administrative Assistant to support IT department operations through meeting coordination, documentation, issue tracking, invoice-related communication, and event preparation support.

Position Summary

The Administrative Assistant will provide comprehensive administrative support to help ensure smooth IT department operations. This role requires strong organization, attention to detail, follow-through, and the ability to manage multiple priorities in a fast-paced environment. Responsibilities include coordinating meetings, preparing meeting notes and task lists, maintaining trackers and business documents, supporting manager workflows, and assisting with department-hosted events.

Key Responsibilities

• Coordinate and manage schedules for business meetings with staff and business partners
• Attend meetings and prepare meeting notes, task lists, and follow-up items
• Create, update, and follow up on issue management trackers, business partner lists, budget management sheets, and related documents
• Prepare documentation and operational manuals for manager work processes
• Create and maintain office documents, spreadsheets, and presentations as instructed
• Manage paper and electronic documents, including mailing, copying, filing, and organizing records
• Communicate with third-party accounting vendors to support smooth invoice management and avoid misunderstandings
• Support preparation for IT department-hosted events, including events planned for October
• Perform other related administrative duties as assigned

Qualifications

Required:

• High school diploma or equivalent
• Minimum 3 years of administrative experience in a similar or related role
• Expert-level Japanese and English communication ability for meetings, documentation, correspondence, and stakeholder follow-up
• Proficiency with Microsoft Office, including PowerPoint, Word, Excel, and Outlook
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Strong written, verbal, and interpersonal communication skills
• Ability to take initiative, anticipate needs, and follow up with minimal direction

Preferred:

• Associate degree or equivalent

Other Details

• Travel: 0%
• Standard Monday–Friday workweek
• Evening meeting participation may be required once or twice per week, approximately between 5:00 PM and 9:00 PM; participation from home is acceptable
• Physical requirements include sitting for extended periods, standing, walking, talking, hearing, frequently lifting/moving up to 10 pounds, and occasionally lifting/moving up to 25 pounds

※This role may include additional responsibilities as needed based on business needs.※