Administrative Assistant
Job Summary
The Administrative Assistant provides office management support to the Principal Officer, assists with scheduling and travel arrangements, and supports consular services. The role requires drafting remarks, editing Japanese-language speeches, and handling protocol matters. Candidates must be fluent in both English and Japanese with relevant secretarial or administrative experience.
Responsibilities
- Provide office management support to the Principal Officer
- Assist with schedule management and travel arrangements
- Process passport, notarial, and American Citizens Services applications
- Maintain VIP contracts and protocol matters
Required Skills
- Fluent in both English and Japanese
- Minimum 2 years of secretarial or administrative experience
- Good computer and interpersonal skills
- At least 2 years of post-secondary study
Job Details
Job Description The job holder serves as the Administrative Assistant to the Principal Officer (PO), providing the full range of office management support. Assists the PO with schedule management, travel arrangements, and other administrative matters. Drafts simple remarks for the PO's public events and edits more complex policy-related Japanese-language speeches for grammatical accuracy and understanding. Serves as the Consulate's guide to protocol matters in the Consular district and maintains the Consulate's VIP contracts. Assists consular LE staff and supports the management section when needed. The job holder is constantly required to think of ways to improve work processes. Assists Consular LE Staff and assists with routine consular services. Receives, prepares, and processes applications for passports, consular reports of birth abroad, notarial services, and other American Citizens Services. Answers queries from the public and schedules appointments. Provides assistance to U.S. citizens and the Consular Officer in Special Citizen Services. Assists in updating the Consulate's crisis management plan and ensures the Consulate is able to respond to a crisis. Working Hours Full-time - 40 hours per week Monday through Friday, 8:30 – 17:30, with 1 hour lunch break. Job Requirements Education Requirements: At least two years of full time, post-secondary study at college or university. Qualifications: Work Experience: Minimum of two years of experience in a secretarial or administrative role in an international organization or similar setting. Job Knowledge: Must be familiar with consular district history, politics, and cultural traditions. Must be knowledgeable about how to deal with the public professionally through correspondence, by phone, and in person - in a professional, courteous, and efficient manner. Skills And Abilities: Good computer skills. Must have excellent interpersonal skills and the composure and intelligence required for dealing with difficult or sensitive issues. Clear and professional verbal and written communication, including the ability to interact effectively with diverse individuals. Willingness to work cooperatively with others and support team goals. Proactively identifying tasks and taking action without waiting for direction. Language: Fluent in both English and Japanese is required. English Level Fluent (TOEIC 865-) Japanese Level Fluent(JLPT Level 1 or N1) Benefits and Other Info Employment Insurance (Koyou Hoken) and Workers’ Accident Compensation Insurance (Rousai Hoken) coverage is provided. Social Security Note: The Mission does not provide Employee Pension Insurance (Kousei Nenkin) or Health Insurance (Kenkou Hoken), but provides coverage for National Pension Fund (Kokumin Nenkin Kikin). Severance pay is provided after one year of service and if all other criteria are met. Holidays Embassy/Consulates are closed on most American and Japanese holidays. 13 days each of Annual and Sick Leave is granted per year. Up to 40 hours per year of Family Leave Job Contract Period Permanent (Probationary period is six months) Retirement age is 70.