Japanese Bilingual Administrative Assistant-Hybrid

Job Description

A well-known Japanese media company seeks a Japanese Bilingual Administrative /Sales Assistant-Los Angeles, CA.

Job Title: Administrative / Sales Assistant

Location: Los Angeles, CA

Department: LA Business Office

Reports to: Vice President, Head of LA Office

Employment: Status: Part-Time (Temp-to-hire )

Salary range: $22 - $27 per hour, based on experience.

Working Conditions

Work Schedule: 5 hours a day (typically, 10:00 a.m. to 4:00 p.m. with unpaid 1-hour

lunch)/ Monday to Friday.

Hybrid Work: Minimum 3 days per week in the office.

Key Responsibilities

Administrative Support (30%)

Act as the first point of contact for the office, greeting visitors, answering

phone calls, and managing email correspondence including general inquiry for

LA Business Office.

Schedule and coordinate meetings, including virtual and in-person events,

ensuring all logistical aspects are handled efficiently.

Support new office set-up and maintain office supplies and inventory,

ordering materials, equipment, company’s novelties and gifts as needed.

Organize and maintain filing systems, both physical and digital, ensuring easy

access to information and compliance with company policies.

Prepare and distribute internal communications, ensuring all staff are

informed of meetings, schedules, and relevant announcements.

Assist in arranging travel itineraries, including but not limited to flights, hotels,

and car rentals for executives and employees.

Handle general office maintenance and support, ensuring the office

environment is clean, professional, and operational.

Support in general administration of company events, parties and office move

as needed.

Finance and Accounting Support (30%)

Work with head office based in New York and its general

administration team for accounting transactions.

Assist with accounts payable and receivable tasks, ensuring timely

processing of invoices and payments .

Support budget tracking and financial reporting, maintaining accurate records

for internal and external audits.

Coordinate with vendors, service providers, and contractors on financial

matters such as billing and contract renewals.

Prepare expense reports and reconcile company credit card transactions and

report to management and head office.

Prepare invoices and handling outstanding invoices (i.e. sending past due

notices).

Manage, check and analyze royalty reports, including any discrepancies,

tracking down outstanding reports/amounts receivable, creating reporting

documents, filing reports and information for record.

Maintain an accurate filing system for all financial documents and receipts,

ensuring compliance with company standards and California state regulations.

Assist the management and head office with any ad hoc financial

tasks or special projects as required.

Sales Assistant (40%)

Assist the management and sales team with the preparation and maintenance

of client proposals, contracts, and presentations.

Coordinate communication with clients, suppliers, and internal teams to

ensure timely execution of sales meetings and follow-up.

Maintain a detailed database of potential and existing clients, tracking

interactions, communications, and sales progress.

Provide administrative support in the execution of sales strategies and

initiatives.

Provide basic translation from Japanese to English and/or English to

Japanese for documents and audiovisual contents.

Assist in maintenance of sales documents, including contracts, client list,

project timelines, presentation document ad marketing materials ensuring

they are updated and filed appropriately.

Assist in generating summary, review and reports for programs/formats, global television industry including North

America.

Qualifications:

Work Experience: 3-5 years of experience working in general affairs, AP/AR,

or sales support (client management and proposal preparation) functions.

Prior work experience both in Japan and the U.S. is desirable.

Educational Background: Bachelor degree in Business, Finance, Marketing,

or a related field, or equivalent combination of education and work

experience.

Language Proficiency: Fluency in both Japanese and English (reading, writing,

and communication).

Local Knowledge: Familiarity with Los Angeles area (geographically) is

preferred (it will help us navigate logistical and business activities within the

region).

Technical Proficiency: Proficiency in Microsoft Office (Word, Excel,

PowerPoint, etc.) and be able to generate custom reports as necessary.

Familiarity with accounting software (e.g., QuickBooks) is preferred.

Excellent verbal and written communication skills, with the ability to interact

professionally with people at all levels (internal and external) with cultural

sensitivity.

Strong attention to detail and the ability to work independently and resolve

problems effectively.

A strong interest in Japanese and American television content and the

entertainment industry (prior experience in the field is not required).Must be

tactful, mature, flexible and able to successfully respond to multiple work

pressures.

Location

Los Angeles, CA (Los Angeles)

Salary

$22 - $27 per hour/DOE

Job Type

Permanent,Temporary

Job Preference

Full-Time,Part-Time

Part-time

Hybrid remote