Apr 14

Job:Office Manager/Administrative Assistant at U.S.-Japan Council – Washington, DC

USJC Office Manager/Administrative Assistant – Washington, DC


The Office Manager/Administrative Assistant will be an integral part of a small staff team in a new nonprofit membership organization focused on U.S.-Japan relations. The position will have primary responsibility for Council office administrative operations including bookkeeping, office management, organizational support for the President and Board members and some program support. The position requires an individual who is flexible, able to multi-task and prioritize, proactive, well-organized, able to plan and meet deadlines and comfortable working independently and as part of a team. The duties include but are not limited to the following:

  • Administrative: approximately 80%
  • Office Management & Administrative Support:
  • Maintain office calendar, schedule conference calls and Board and Committee meetings, provide scheduling and logistical support as needed for Council events.
  • Screen calls and email inquiries, including fielding and responding to general information requests.
  • Order supplies, and manage IT and other office equipment. Liaison with office vendors.
  • Filing: Establish and maintain filing system for vendor billing accounts, funder reports and records and office administration. Organize and maintain office filing system (electronic and hard copy).
  • Assist in ensuring Council’s compliance with federal, state, and local laws and regulations. Help maintain relevant permits, licenses and certifications.
  • Assist with travel arrangements and handle other logistical matters as requested.
  • As needed, draft correspondence and other documents.
  • Help recruit and supervise interns.
  • Provide some Board and Member-related support
  • Accounting:
  • Accounting: Enter vender billing and prepare checks; enter bank deposit information using QuickBooks system. Track spending, pay bills.
  • Payroll: Maintain filing system of records of employee time sheets.
  • Database:
  • Responsible for maintaining funder database, providing support for fundraising (data entry and assisting with bulk mailing) and grant preparation activities, as required. Coordinate with LA-based Program Director on data entry and maintenance of membership lists.
  • Programs: approximately 20%
  • Assist with programs and events.


  • Applicants with an interest in U.S.-Japan and Asia relations and Japanese language ability (written, oral) are strongly encouraged to apply.
  • Experience working with nonprofit organizations is helpful
  • familiarity with QuickBooks (non-profit edition preferred), Microsoft Office (Word, Excel, Powerpoint) and Salesforce.com and other databases, payroll (Paychex), budget, filing and office organizing systems.

Interested applicants should send a cover letter, resume, and writing sample to hr@usjapancouncil.org

This job posting came from Idealist.

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