Administrative Assistant

Job Description:

Rakuten International oversees 7 businesses with over 4000 employees globally. The brand is recognized for its leadership and innovation in e-commerce digital content advertising entertainment and communications bringing the joy of discovery and access to more than 1 billion members across the world. Our teams deliver on the companys mission to delight merchants and customers through innovation optimism and teamwork.

Job Summary:

The Administrative Assistant plays a vital role in ensuring the smooth day-to-day operations of the office. This position encompasses a wide range of responsibilities including front desk operations administrative tasks event support and contributing to a positive and efficient workplace environment.

The ideal candidate will possess strong organizational skills keen attention to detail and excellent communication abilities. Proficiency in business tools such as Microsoft Office CRM services and Communication tools etc. to support data-driven decisions and effective communication is essential.

This position requires you to work five days a week at the Rakuten USA office in San Mateo.

Key Responsibilities:

• Greet visitors in a professional and friendly manner.
• Conduct office tours for visitors providing information about the company its culture and facilities.
• Handle inquiries and requests from tenants and clients.
• Address tenant concerns and coordinate with Rakuten USAs IT and Facilities teams when necessary.
• Manage office supplies and inventory including kitchen stock replenishment.
• Ensure the office is clean organized and properly maintained.
• Receive and dispatch mail and packages.
• Prepare invoices quotations and contracts.
• Process payments using Square and resolve related issues.
• Support monthly sales reconciliation.
• Assist with onboarding of new tenants and online members.
• Maintain and update internal documents and databases.
• Create and promote internal event pages.
• Assist with travel arrangements for the team.
• Conduct data analysis using Excel (functions formulas pivot tables charts etc.).
• Manage all logistics for in-person events in both the U.S. and Japan from venue sourcing to day-of execution.
• Provide reports and insights to support data-driven decision-making.
• Handle ad-hoc tasks and projects as assigned.
• Please note that responsibilities may change in accordance with business needs.

Qualifications:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Proficiency in Microsoft Office Suite with strong expertise in Excel and PowerPoint
• Experience with event logistics and coordination
• Experience with customer service or onboarding processes especially for online memberships or subscription services is highly desirable
• Excellent communication and presentation skills with the ability to confidently and effectively present information to a variety of audiences
• Basic level of data analysis principles and statistical methods
• Excellent organizational time management and prioritization skills
• Ability to work independently and as part of a team
• Strong attention to detail and accuracy
• Ability to maintain confidentiality
• Experience with SaaS tools for marketing survey or Data analysis is big plus
• If you have Industry-specific knowledge it would be a plus

Minimum Requirements:

• 1-2 years of professional experience in an Operations Administrator role.
• Fluent in both English and Japanese is essential

#LI-CW1

Five Principles for Success
Our worldwide practices describe specific behaviors that make Rakuten unique and united across the world. We expect Rakuten employees to model these 5 Shugi Principles of Success.

Always improve Always Advance - Only be satisfied with complete success - Kaizen
Passionately Professional - Take an uncompromising approach to your work and be determined to be the best
Hypothesize - Practice - Validate Shikumika - Use the Rakuten Cycle to succeed in unknown territory
Maximize Customer Satisfaction - The greatest satisfaction for our teams is seeing their customers smile
Speed!! Speed!! Speed!! - Always be conscious of time - take charge set clear goals and engage your team

Rakuten provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type. Rakuten considers applicants for employment without regard to race color religion age sex national origin disability status genetic information protected veteran status sexual orientation gender gender identity or expression or any other characteristic protected by federal state provincial or local laws.

At the time of posting Rakuten expects the base compensation for this role to be within the range shown below. Individual compensation will vary based on job-related factors including the skills qualifications and experience of the successful candidate as well as business need and geographic location. The successful applicant for this role will be eligible for discretionary bonus health vision dental insurance 401k matching PTO Volunteer Time Off (VTO) and other employee benefits as the company implements.