Industry: IT
Location: New York
Salary: $60K-(DOE)
Visa Sponsor: No
Language: English: Business Level, Japanese: Business Level
Detail: Job descriptions
Office Manager Assistant (Exempt)
Location: Delaware / Washington D.C. Metro Area (Hybrid preferred)
■■About the Role
A growing international company is seeking a highly organized and proactive Office Manager Assistant to support its U.S. operations. Working closely with the U.S. Office Manager and collaborating with teams in both the U.S. and Japan, this role is responsible for a wide range of administrative, HR, finance, and office operations.
This position is ideal for someone who enjoys solving problems, managing multiple priorities, and ensuring that day-to-day business operations run smoothly. We are looking for someone who is detail-oriented, resourceful, and enjoys supporting others.
■■Responsibilities
■Executive & Administrative Support
Support the U.S. Office Manager in daily business operations
Coordinate meetings, travel arrangements, calendars, and company events
Prepare documents, reports, presentations, and meeting materials
Handle correspondence and communications with employees, vendors, and external partners
Support executives with various administrative requests
■Human Resources Administration
Support employee onboarding and offboarding
Coordinate new hire documentation and employment paperwork
Maintain employee records and HR documentation
Assist with payroll preparation and employee benefit administration
Coordinate annual performance review processes
Support recruiting coordination, interview scheduling, and candidate communications
■Finance & Accounting Support
Process invoices and employee expense reimbursements
Assist with accounts payable and accounts receivable
Coordinate vendor payments
Prepare supporting documents for accounting and audits
Assist with monthly financial administration
Work with external accounting firms and payroll providers
■Office Operations
Manage office supplies, equipment, and facility vendors
Coordinate office maintenance and workplace services
Support IT equipment logistics and inventory management
Maintain operational procedures and internal documentation
■Compliance & General Affairs
Support document management and company records
Assist with compliance-related administrative work
Coordinate contracts and vendor documentation
Support internal policy administration
Handle confidential information appropriately
■Cross-functional Support
Provide operational support to employees across departments
Collaborate with the Japan headquarters on administrative matters
Perform various special projects and ad hoc assignments
■■Qualifications
■Required
Bachelor’s degree or equivalent experience
Accounting or bookkeeping experience
3+ years of administrative, office management, HR coordination, or operations experience
Native-level English communication skills
High attention to detail
Ability to manage multiple priorities independently
Strong Microsoft Office and Google Workspace skills
■Preferred
Payroll administration experience
HR administration experience
Experience working in a startup or fast-growing company
Experience working with international teams
Japanese language skills are a plus but not required
■■Ideal Candidate
We are looking for someone who:
Enjoys helping others and has a positive, service-oriented attitude
Is proactive rather than waiting for instructions
Has excellent judgment and common sense
Can communicate clearly and accurately in English
Is comfortable working with colleagues across different cultures and time zones
Is adaptable and enjoys wearing multiple hats
Can prioritize effectively in a fast-paced environment
Is trustworthy and able to handle confidential information
■■Location
Hybrid work arrangement
Preferred candidates located in Delaware, Washington D.C., Maryland, Virginia, or nearby areas on the U.S. East Coast
Ability to occasionally travel to the office as needed
■■Employment Type
Full-time
Exempt
