Administrative Assistant, Atsugi, Japan

Job Type: Location Type: Remote: open to residents of any country

 

Job Description

Embry-Riddle: A Global Leader in Aviation and Aerospace

With vibrant campuses in Daytona Beach, FL and Prescott, AZ, plus a Worldwide network across approximately 120 locations, Embry-Riddle stands as the world’s largest aviation and aerospace university. For over 95 years, we’ve been pioneering education in STEM fields, serving over 11,600 residential students and 19,200 globally in the 2023-24 academic year with cutting-edge programs in Applied Science, Aviation, Business, Technology, Engineering, Safety, Security, and Space.

The Opportunity

The Administrative Assistant is responsible for the day-to-day administrative operations of the Pacific HQ office located in Atsugi, Japan, including quality control in all aspects of the operation. Ensures that the HQ Office and campus offices follow both University and Worldwide standards and procedures. Provides administrative support to the Associate Executive Director and his/her delegates. Acts as administrative liaison between the International Operations HQ Office, campus offices, and Worldwide headquarters.

The Administrative Assistant promotes a positive University image to internal and external partners, including the Pacific Contract Officer Representative (COR) and Education Services Officers (ESOs). Supports excellence in all internal and external customer service situations. Supports academic quality in our teaching and learning environment. Supports the University’s team environment and participates as a team member.

This person serves as point of contact in the PACOM HQ office in all matters of University and Worldwide standards, policies, and procedures. Maintains regular contact with appropriate staff and faculty throughout the organization, including International HQ and PACOM Campuses. Collaborates with Europe Administrative Assistant and tracks all administrative processes to include oversight for the following PACOM campus deliverables: continuity binders, equipment inventories, Emergency Preparedness Plans, PACOM theater websites & social media. In the absence of the Europe Administrative Assistant, supports Executive Director as needed.

The Administrative Assistant provides administrative support for the PACOM Associate Executive Director. Assembles, analyzes, and prepares information and data for reports and presentations. Prepares power-point presentations. Coordinates appointments and meetings and maintains the office calendar. Submits expense reports on behalf of the Associate Executive Director and processes campus utility bills. Liaises with local vendors for office maintenance. Maintains a list of assigned tasks with suspense dates for follow-up. This role also assists Contract Compliance Administrator and Associate Executive Director in organizing tracking, spreadsheets, and reports associated with PACOM contract deliverables. Arrange paperwork for Department of Defense ID cards and/or Foreign Travel approvals. Maintain accurate records of Pacific employees entitled to Individual Logistical Support. Prepare 700-19 packets and TASS forms required for onboarding and out-processing staff within South Korea.

This role performs other office duties including, but not limited to, maintenance of office and SharePoint files, data entry, e-mail, and preparation, pick up and distribution of mail. Liaise with Japanese companies as needed for office operations. Must own personal vehicle to support these tasks. The Administrative Assistant is also responsible for event coordination, which includes graduation ceremonies, training events, & hosting visitors. Duties include logistics support (hotel, transportation, and hospitality) for the Pacific theater and coordinating with local vendors in Japan, S. Korea, and Guam. Liaises with Chancellor’s Office as required. The Administrative Assistant also liaises with faculty to support local face-to-face/EVC classes and campus events as needed. Where required, provides administrative assistance for PACOM campuses. Collaborates with Senior Director of Training & Advising on scheduling training and Contract Compliance/Budget Administrator on processing expenses. Other duties as assigned.

Perks Await You at Embry-Riddle!

• Health Benefits: Experience comprehensive medical, dental, and vision coverage, along with wellness programs that include preventive care and fitness memberships. Our flexible spending and health savings accounts simplify managing healthcare costs. Join a workplace that prioritizes your health-because your journey to wellness should be rewarding! Buckle up for a healthier, happier you!
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree, and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes an annual 6% gift of your base salary to your retirement plan and offers a 4% matching contribution, with no vesting period.

• Generous Time Off: Relax with 18 days of personal leave in your first year. Enjoy 9+ paid holidays, including the day after Thanksgiving and the week between Christmas Eve and New Year’s Day.

Qualifications

Required Education and Qualifications:

• Bachelor’s degree
• 3-5 years of work related experience
• Must own personal vehicle to support tasks requiring travel (specified above).

Required Skills, Knowledge and Abilities:

• Japanese language proficiency (Level III – Good Working Knowledge/JLPT N2 equivalent or above)
• Excellent verbal and written communication skills
• Excellent organizational skills
• Ability to maintain a positive and professional image and maintain composure under pressure
• Analytical skills with an in-depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications.

Application process/requirements

To submit your application for this opportunity, please visit the Embry-Riddle Career Site and search for requisition number R310247. Please attach all relevant materials to your application when you apply online. Complete submissions include:

Cover letter

Full Resume

Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty, staff, and students are treated fairly and provided equal opportunities for employment, advancement, compensation, training, and other benefits of employment. Embry-Riddle makes employment decisions – including hiring, promotions, compensation, and other terms of employment – based on individual merit, qualifications, and abilities. Embry Riddle is strongly opposed to discrimination and harassment, and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race, color, national origin, sex, disability, veteran status, predisposing genetic characteristics, age, religion, or pregnancy status, or any other status protected by federal, state, or local law, in its employment, educational programs, admissions policies, financial aid, or other school-administered programs or activities. For further information, please visit our website.