Administrative Assistant

We are seeking a highly organized and proactive Office Assistant to support the daily operations of our Irvine, CA office. This role is essential in ensuring smooth communication, maintaining office efficiency, and providing direct administrative support to multiple departments, including the CEO, Controller and HSE Manager. This position supports Japanese speaking executives. This is a Part-Time position with flexible hours.

Key Responsibilities Include but are not limited to:

Communication Support:

Receive and manage incoming calls and voice messages, directing them appropriately.

Office Supply Management:

Order, restock, and organize office supplies to maintain efficient operations.

Mail Handling:

Manage incoming and outgoing mail, including the mailing of corporate checks.

Facilities & Access:

Handle office keys and maintain access records.

Executive Support:

Prepare and submit the CEO’s monthly expense reports accurately and on time.

Administrative Tasks:

Order and manage business cards for employees.

Maintain and update the company’s organizational chart.

Draft and prepare new hire documentation for HQ staff.

HSE Support:

Assist the HSE Manager with the KPA learning management system.

Support HSE-related tasks, including company vehicle coordination and documentation.

IT & Equipment Coordination:

Maintain, track, and coordinate audits of company laptops in collaboration with the IT department.

Hydrogen Station Support:

Assist with the ordering and inventory management of hydrogen station supplies as needed.

Qualifications:

Proven experience as an administrative assistant or in a similar role.

Strong organizational and multitasking skills.

Excellent written and verbal communication abilities.

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Attention to detail and high level of accuracy.

Ability to maintain confidentiality and handle sensitive information.

Experience supporting executive-level staff is a plus.

Familiarity with learning management systems and IT asset tracking is a bonus.

Japanese speaking is preferred.

Work Environment:

On-site role at Irvine, CA office.

Part-time working hours with occasional flexibility depending on company needs.