HQ General Affairs Assistant

Job Type: Location Type: Not Specified

 

Description

Summary of the Position:

The General Affairs Assistant plays a vital role in supporting corporate administration and store operations. This position handles key administrative tasks, document organization, and internal coordination while serving as the primary English-language liaison between stores, headquarters, and external vendors. It also supports efficient procurement, facility management, and cost-control initiatives.
By gathering feedback from store teams and helping standardize processes, this role enhances overall operational efficiency. Success requires strong organizational skills, attention to detail, and the ability to collaborate across all departments, including the Legal Department. The ideal candidate is proactive, dependable, and capable of managing sensitive information while driving improvements across multiple locations.

Administrative & Coordination
• Organize, scan, and maintain confidential documents, including contracts, agreements, NDAs, and licenses.
• Prepare summaries, reports, and document binders as requested.
• Schedule and coordinate meetings with internal teams and external partners.
• Draft and distribute meeting invitations, reminders, and follow-up communications.
• Maintain shared drives and filing systems for General Affairs and related departments.
• Serve as a point of contact for external companies for related matters.
• Act as a communication bridge with other entities under the same corporate umbrella, including Hawaii, Guam, Japan, and other global locations.
Vendor & Facility Support:
• Act as a liaison between stores, HQ, and vendors for procurement and facility needs.
• Track and manage office supply inventory and initiate purchase orders.
• Coordinate maintenance schedules and ensure compliance with California workplace safety standards and other requirements.

Compliance & Record Management:
• Monitor expiration dates and renewal timelines for licenses, certificates of insurance, and permits.
• Maintain accurate logs for document submissions and record updates.
• Assist in collecting signatures and approvals from store and department managers.
• Ensure adherence to California labor law and privacy requirements (e.g., CCPA).
Financial & Cost Control:
• Track and organize invoices, billing documents, and vendor correspondence.
• Support SG&A cost-reduction initiatives through vendor review and process improvements.
Communication & Culture:
• Assist with internal communications such as memos, policy updates, and newsletters.
• Help plan and coordinate company events and employee engagement activities.
The responsibilities listed above are representative examples and do not encompass all duties required for this role.

Requirements

• Requirements:
  Physical demands described here are representative of those that must be met by an employee to
  • 2 to 5 years of administrative or office support experience, ideally in a multi-location or office management setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office applications.
  • Strong written and verbal communication skills, including professional business writing and email etiquette.
  • Ability to manage multiple priorities, meet deadlines, and maintain accuracy under pressure.
  • Excellent organizational skills and keen attention to detail for document handling and reporting.
  • Proactive approach to problem-solving and flexibility to support cross-functional tasks, including vendor coordination and compliance-related activities.
  • Strong follow-through, punctuality, and ability to work independently while collaborating effectively with teams.
  • The responsibilities listed above are representative examples and do not encompass all duties required for this role.
  Certificates & Licenses: none.
  Language Ability:
  • Must be fluent in speaking, reading, and writing English.
  • Bilingual ability in Spanish or Japanese is highly preferred.