Overview of Organization

The U.S.-Japan Council (USJC) is a 501(c)3 non-profit educational organization that seeks to strengthen U.S.-Japan relations by bringing together diverse leadership, engaging stakeholders and exploring issues that benefit communities, businesses and government entities on both sides of the Pacific.

The Council promotes people-to-people relations as essential to a strong U.S.-Japan relationship. The U.S.-Japan Council is the U.S. administrator and a partner with the Japan-based Rebuild Japan Initiative Foundation for the Silicon Valley Japan Project (SVJP), and the candidate will work with a binational team in the United States and Japan.

The Executive Assistant, SVJP will be an integral part of a start-up and rapidly-growing program focused on building bridges between Silicon Valley and Japan. This position will be based in Silicon Valley.

Responsibilities:

The Executive Assistant position will have primary responsibility for administrative and operational support to USJC’s Silicon Valley Project, including: office management; executive and organizational support for the Executive Director, Chairman and Executive Committee, SVJP; and general administrative support duties. The position requires an individual who is flexible, able to multi-task and prioritize, takes initiative, is well-organized, able to plan and meet deadlines, and is comfortable working independently and as part of a team. Travel, including to Japan, is expected.

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 for the SVJP Executive Director and Chairman.

・Provide support to the SVJP Executive Committee and related Advisory Committees including communication, organizing meetings, preparing minutes and logistics for calls & meetings.

・Screen calls and email inquiries, including fielding and responding to general information requests.

・Provide administrative support for the SVJP Executive Director and Chairman, including travel support, credit card billings, and other duties as required for the Executive Office.

・Support visiting delegations from Japan be assisting with coordinating travel, meeting arrangements, and logistics support.

・Organize events, such as conferences, seminars, meetings with Japanese and Silicon Valley corporations and industrial associations; Order supplies and manage IT and other office equipment and software. Liaison with office vendors.

・Filing: Organize and maintain office filing system for office administration (electronic and hard copy).

・As needed, draft correspondence and other documents.

・Ensure compliance with office building policies.

・Maintain donor and participant database, and ensure timely acknowledgement of contributions;

・Manage petty cash, and process financial payments with the USJC Accounting Office.

・Other duties as may be assigned.

Reporting:

This position is based in Silicon Valley, and reports operationally to the SVJP Chairman, and organizationally to the President of the U.S.-Japan Council. This position will report to an Executive Director of SVJP who will be hired in the future.

Qualifications:

・Minimum two years’ work experience in administrative support and office management.

・Strong written and verbal communication skills.

・Ability to manage multiple projects and meet deadlines with attention to detail.

・Experience with Microsoft Office (Word, Excel, PowerPoint) and Salesforce.com and other databases, filing and office organizing systems.

・Minimum of a Bachelor’s Degree.

・Interest and experience in U.S.-Japan and Asia relations and Japanese language ability (written, oral) preferable.

・Demonstrated effectiveness in working as a member of a team and developing effective working relationships with entrepreneurs, incubators, universities, Silicon Valley companies, and traditional Japanese companies.

・Commitment to professional ethics in working with highly confidential, sensitive information.

・Comfort with ambiguity, the ability to respond adeptly to rapidly changing priorities, and ability to work well under pressure.

・Excellent verbal and written communication skills. Fluency in English required. Fluency in Japanese language is strongly preferred.

How to apply

Candidates should provide a cover letter, resume and 2-3 professional references to hr@usjapancouncil.org, subject line, “Executive Assistant-Silicon Valley Project.” Candidates must submit all necessary information and documents. Successful candidates will be requested for a phone or in-person interview. Review of applications will begin October16, 2015. Annual salary will be dependent on experience. The U.S.-Japan Council does not sponsor visas to work in the United States or fund relocation. The U.S.-Japan Council is an equal opportunity employer.