Industry: Media
Location: Los Angeles, CA
Salary: $22 - $27 per hour/DOE
Visa Sponsor: No
Language: English: Business Level, Japanese: Native Level
Detail: A well-known Japanese media company seeks a Japanese Bilingual Administrative /Sales Assistant-Los Angeles, CA.
Job Title: Administrative / Sales Assistant
Location: Los Angeles, CA
Department: LA Business Office
Reports to: Vice President, Head of LA Office
Employment: Status: Part-Time (Temp-to-hire )
Salary range: $22 - $27 per hour, based on experience.
Working Conditions
Work Schedule: 5 hours a day (typically, 10:00 a.m. to 4:00 p.m. with unpaid 1-hour
lunch)/ Monday to Friday.
Hybrid Work: Minimum 3 days per week in the office.
Key Responsibilities
Administrative Support (30%)
Act as the first point of contact for the office, greeting visitors, answering
phone calls, and managing email correspondence including general inquiry for
LA Business Office.
Schedule and coordinate meetings, including virtual and in-person events,
ensuring all logistical aspects are handled efficiently.
Support new office set-up and maintain office supplies and inventory,
ordering materials, equipment, company’s novelties and gifts as needed.
Organize and maintain filing systems, both physical and digital, ensuring easy
access to information and compliance with company policies.
Prepare and distribute internal communications, ensuring all staff are
informed of meetings, schedules, and relevant announcements.
Assist in arranging travel itineraries, including but not limited to flights, hotels,
and car rentals for executives and employees.
Handle general office maintenance and support, ensuring the office
environment is clean, professional, and operational.
Support in general administration of company events, parties and office move
as needed.
Finance and Accounting Support (30%)
Work with head office based in New York and its general
administration team for accounting transactions.
Assist with accounts payable and receivable tasks, ensuring timely
processing of invoices and payments .
Support budget tracking and financial reporting, maintaining accurate records
for internal and external audits.
Coordinate with vendors, service providers, and contractors on financial
matters such as billing and contract renewals.
Prepare expense reports and reconcile company credit card transactions and
report to management and head office.
Prepare invoices and handling outstanding invoices (i.e. sending past due
notices).
Manage, check and analyze royalty reports, including any discrepancies,
tracking down outstanding reports/amounts receivable, creating reporting
documents, filing reports and information for record.
Maintain an accurate filing system for all financial documents and receipts,
ensuring compliance with company standards and California state regulations.
Assist the management and head office with any ad hoc financial
tasks or special projects as required.
Sales Assistant (40%)
Assist the management and sales team with the preparation and maintenance
of client proposals, contracts, and presentations.
Coordinate communication with clients, suppliers, and internal teams to
ensure timely execution of sales meetings and follow-up.
Maintain a detailed database of potential and existing clients, tracking
interactions, communications, and sales progress.
Provide administrative support in the execution of sales strategies and
initiatives.
Provide basic translation from Japanese to English and/or English to
Japanese for documents and audiovisual contents.
Assist in maintenance of sales documents, including contracts, client list,
project timelines, presentation document ad marketing materials ensuring
they are updated and filed appropriately.
Assist in generating summary, review and reports for programs/formats, global television industry including North
America.
Qualifications:
Work Experience: 3-5 years of experience working in general affairs, AP/AR,
or sales support (client management and proposal preparation) functions.
Prior work experience both in Japan and the U.S. is desirable.
Educational Background: Bachelor degree in Business, Finance, Marketing,
or a related field, or equivalent combination of education and work
experience.
Language Proficiency: Fluency in both Japanese and English (reading, writing,
and communication).
Local Knowledge: Familiarity with Los Angeles area (geographically) is
preferred (it will help us navigate logistical and business activities within the
region).
Technical Proficiency: Proficiency in Microsoft Office (Word, Excel,
PowerPoint, etc.) and be able to generate custom reports as necessary.
Familiarity with accounting software (e.g., QuickBooks) is preferred.
Excellent verbal and written communication skills, with the ability to interact
professionally with people at all levels (internal and external) with cultural
sensitivity.
Strong attention to detail and the ability to work independently and resolve
problems effectively.
A strong interest in Japanese and American television content and the
entertainment industry (prior experience in the field is not required).Must be
tactful, mature, flexible and able to successfully respond to multiple work
pressures.
