Office Secretary

• Authorized to work in the U.S.
• High school diploma or above.
• Fluent in English and Mandarin Chinese (Required).
• Fluent in Japanese (Optional).

Administrative Support:

• Answer phone calls, take messages, and redirect calls as necessary.
• Maintain and organize office files, both physical and digital.
• Prepare and proofread documents, memos, and reports.
• Handle incoming and outgoing mail and packages.
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Scheduling and Coordination:

• Schedule and manage appointments, meetings, and conferences.
• Coordinate travel arrangements and accommodations.
• Prepare meeting agendas and materials; take minutes during meetings.

Communication:

• Serve as the point of contact between executives, clients, and staff.
• Draft and send emails, letters, and other forms of communication on behalf of senior management.
• Greet and assist visitors, clients, and employees.

Office Management:

• Manage office supplies, including inventory, ordering, and distribution.
• Ensure that office equipment (e.g., printers, fax machines) is maintained and in good working condition.
• Organize office events, such as team meetings, luncheons, and training sessions.

Record Keeping and Documentation:

• Maintain accurate records of meetings, reports, and other business documentation.
• Keep track of deadlines, follow up on tasks, and manage documentation storage.

Financial Support:

• Assist with basic financial tasks, such as processing invoices and expense reports.
• Maintain petty cash or assist in financial recordkeeping tasks.