Responsibilities: The Administrative Assistant will be an integral part of a rapidly growing 501(c)3 nonprofit membership organization focused on U.S.-Japan relations. The U.S.-Japan Council’s activities include organizing national and regional events, creating network infrastructure, and implementing exchange programs that promote people-to-people connections for a strong U.S.-Japan relationship. (www.usjapancouncil.org).
The position will have primary responsibility for office administrative operations in the Washington, D.C. headquarters’ office including bookkeeping, office management, and organizational support for the President, Board of Directors and Board of Councilors, and some program support. The position requires an individual who is flexible, able to multi-task and prioritize, takes initiative, well- organized, able to plan and meet deadlines and is comfortable working independently and as part of a team. The duties include but are not limited to the following:
Office Management & Administrative Support
- Maintain office calendar, schedule conference calls and provide scheduling and logistical support as needed for the President’s Office and Council events.
- Provide support to the Board of Directors and Board of Councilors including communication, meetings, minutes and logistics for Board calls & meetings.
- Screen calls and email inquiries, including fielding and responding to general information requests.
- Provide administrative support for the President and other senior staff as required.
- Order supplies and manage IT and other office equipment. Liaison with office vendors.
- Filing: Maintain filing system for vendor billing accounts, funder reports and records and office administration. Organize and maintain office filing system (electronic and hard copy).
- Assist with travel arrangements and handle other logistical matters as requested.
- As needed, draft correspondence and other documents.
- Help recruit and supervise interns.
- Attend and prepare meeting/conference call minutes as needed.
- Bookkeeping: Enter vender billing and prepare checks; enter bank deposit information.
- Credit card and petty cash reconciliation.
- Payroll: Maintain filing system of records of employee time sheets.
Applicants with an interest in U.S.-Japan and Asia relations and Japanese language ability (written, oral) are strongly encouraged to apply. Experience working with nonprofit organizations is helpful, as are familiarity with Microsoft Office (Word, Excel, PowerPoint) and Salesforce.com and other databases, filing and office organizing systems.
Interested applicants should send a cover letter, resume, and writing sample to firstname.lastname@example.org.
The U.S.-Japan Council does not sponsor visas to work in the United States and relocation to the DC area.