Human Resources Administrative Assistant

Location Type: Not Specified

 

Summary:

This role provides comprehensive administrative support to the SVP & GM HRGA and the broader HR team, including managing calendars, travel schedules, and meeting logistics. It involves maintaining accurate HR records, processing invoices and expense reports, and supporting various HR functions such as benefits administration, payroll, and employee engagement initiatives. Additionally, the role includes assisting with planning, financial tracking, and compliance activities.

Key Responsibility Areas:

Administrative Support

• Provide administrative support to the SVP & GM HRGA and the broader team, including calendar management, meeting coordination, and business meal arrangements.
• Organize conference room reservations, visitor access, and logistics for internal and external meetings.
• Coordinate domestic and international travel schedules, itineraries, and reservations; manage travel, entertainment, and expense reports.
• Manage internal and external inquiries, routing them to the appropriate HR staff as needed.
• Maintain and update department files and records, including confidential employee data and HR documentation.

General Affairs/ Insurance and Division Operations

Together with Operations Manager, undertake the following functions:

• Allocation of rents and other charges throughout the III organizations and conduct all necessary journal entries
• Process payments to the landlord, insurance carriers and other vendors and prepare invoices to group companies, etc. in the area of General Affairs
• Run reports and dashboards for headcount, turnover, compliance, etc. to assist analytical review of group-wide data for the Division
• Ensure data accuracy and support audits or internal reviews
• Track mandatory training, certifications, and policy acknowledgments
• Assist with EEO data gathering and reporting
• Support internal or external compliance audits
• Support GM to undertake other functions that are aimed to streamline the entire Division’s efficiency and effectiveness

HR-Related Financials and Invoicing

• Support processing of HR-related invoices using SAP, including accounts payable and accounts receivable tracking.
• Issue invoices to the subsidiary for RS salary.
• Process monthly subsidiary health insurance invoicing and health vendor payments.
• Issue checks and handle deposits related to tax returns.
• Handle making payments to vendors such as moving and real estate companies.
• Manage RS loans and RS health insurance (Aetna); counting headcount for RS and family, billing expenses to the subsidiary, and making payments to Aetna.
• Assist with processing division journal entries.

Payroll and Reporting

• Act as a backup for payroll.
• Assist with payroll and benefits communications.
• Create and distribute RS salary reports, including trainee salary reports, ensuring each department can transfer 50% to ITC.
• Assist with internal reporting and communication to Corporate Planning in New York and Headquarters in Tokyo.

Benefits Administration

• Support benefits administration, including maintaining our benefits platform.
• Support the annual audit process.
• Support wellness initiatives.

Qualifications:

• Bachelor’s degree preferred
• 5-7 years’ experience in an administrative role required
• Japanese business language proficiency required
• Prior experience supporting Human Resources or Legal teams strongly preferred
• Discretion in handling sensitive and confidential information
• High proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint)
• SAP or accounting system experience a plus
• Strong interpersonal and customer service skills
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proactive, resourceful, and able to work independently