Administrative Assistant, Atsugi, Japan

About Embry-Riddle Aeronautical University:  

At Embry-Riddle, we take pride in our position as the world's largest and most comprehensive university dedicated to aviation and aerospace. Located in Daytona Beach, Florida, and Prescott, Arizona, our esteemed residential campuses offer a prestigious educational experience. However, our commitment to education knows no borders as our Worldwide campus expands our reach globally, providing a world-class education online and at approximately 110 locations across the United States, Asia, Europe, and Central and South America. This breadth of reach ensures that students can access our exceptional programs without geographical limitations. 

With a history spanning nearly a century, we have continually adapted to the dynamic needs of the industries we support. In the Academic Year 2022-23, we welcomed over 11,100 students to our residential campuses and over 19,000 students at our worldwide campus.  

Join our global community and embark on a journey of academic excellence and limitless possibilities. Employees working more than 30 hours a week can enjoy medical, dental and vision benefits, an amazing retirement plan with immediate vesting that includes a 6% gift and up to 4% match, free tuition for employees and their immediate family members, and a generous personal leave program. To find out more about our benefits and why ERAU has been named a “Great College to Work For” for 13 consecutive years, visit our careers page .     

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.

Qualifications

Required 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.