TUJ KYOTO

Administrative Assistant

TUJ KYOTO

full-time

Posted on:

Location Type: Hybrid

Location: Tokyo • Japan

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About the role

  • Provide comprehensive administrative and operational support to ensure efficient day-to-day operations
  • Assist director-level staff with monthly expense reports, documentation, budget tracking, and related internal process management
  • Coordinate schedules for the office’s bi-weekly staff meetings and monthly institutional advancement-related meetings; maintain meeting minutes or documentation
  • Support cross-departmental coordination and serve as a point of contact for internal communication as needed
  • Assistance with the student pantry and food security initiatives
  • Assist with the alumni tracking and data management
  • Provide logistical assistance for visiting guests, partners, donors, and VIPS.
  • Support the planning, logistical coordination, and on-site execution of events sponsored by the Dean’s Office, including but not limited to: Commencement, Annual Diamond Dinner, Alumni events (3-4 times per year), Distinguished Speaker Series (2-3 talks per semester), Monthly Dean’s DE-stress Day, Monthly Dean’s Distinguished Artist Awards, Semesterly Appreciation Lunch for Staff and Faculty, Adult Study Abroad Programs, and Monthly speaker events
  • Assist with event preparation such as venue booking and coordination, vendor research and communication, materials preparation, invitation and registration support, and on-site operations on the day of the event
  • Provide event publicity support, including e-poster design and coordination with relevant offices or student workers on publicity design, production, and souvenir ordering and preparation
  • Serve as the primary administrator for the TUJ Hooter program
  • Hire, train, and supervise the student manager for the program
  • Review and update the program operational guidelines as needed
  • Monitor Hooter’s shift schedules and appearance requests
  • Coordinate costume cleaning and maintenance
  • Coordinate with other units or campus sites for occasional off-site or long-distance travel related to Hooter appearances
  • Support student worker hiring and management across the President & Dean’s Office
  • Process and track monthly student worker timesheets
  • Collect and maintain employment contracts and related documentation
  • Provide administrative and logistical support for community relations programs, events, and activities including K-12 outreach initiatives
  • Provide administrative and logistical support for the student virtual pantry program, including student inquiry and cross-unit liaison
  • Provide administrative and logistical support for any arising special projects and initiatives led by the President & Dean’s Office, as assigned.

Requirements

  • Bachelor’s degree or higher
  • Native or near-native English proficiency
  • Excellent communication and interpersonal skills
  • Previous experience in administrative support and/or event planning
  • Strong attention to detail and ability to manage multiple priorities and deadlines
  • Ability to work effectively in a fast-paced, diverse, multicultural environment
  • Proficiency with Microsoft Office, Zoom, Google Workspace, and similar tools
  • Business-level Japanese proficiency (speaking, reading, and writing) strongly preferred
  • Familiarity with basic design tools (e.g., Canva or similar platforms) or video content creation for event materials or publicity
  • Experience with working with college students or young adults, including supervising or coordinating college-level students
  • Demonstrated interest in international education, youth development, cross-cultural communication and collaboration.
Benefits
  • Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year.
  • Approximately two weeks company-wide break over Christmas/New Year.
  • Japanese social insurance and pension.
  • Commuting/telework allowance.
  • A welfare-discount program membership.
  • Retirement payment system.
  • Tuition benefits for Temple University, Japan Campus (TUJ) programs.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event planningadministrative supportbudget trackingdata managementlogistical coordinationtimesheet processingsupervisiondocumentation managementdesign toolscross-cultural communication
Soft Skills
communication skillsinterpersonal skillsattention to detailmultitaskingability to work in a fast-paced environmentorganizational skillsteam collaborationproblem-solvingcultural sensitivityleadership
Certifications
Bachelor’s degreeevent planning certificationadministrative support certification