Japan Desk Administrative Coordinator @ CIC

INACTIVE

Full-Time

Japan Desk Administrative Coordinator

CIC

51-200 employees

The Council of Independent Colleges (CIC) is an association of 765

$80,000

Mid

Cambridge, MA, USA

Required Skills

Communications

Management

Asana

PowerPoint/Keynote/Slides

Requirements

Meticulous attention to detail and the ability to “see around corners,” anticipating the team's needs and heading off potential problems
Nuanced ability to tailor communication style, including effectively balancing strong professional communication with authentic and casual communication, and an understanding of what's appropriate in any given context
Highly attentive listening and reading skills. Ability to absorb a high volume of information in a short amount of time, complete requests with limited information, and learn and adapt to supervisors preferences
Capable of maintaining confidentiality in a visible role
Excellent project management skills and the ability to research, create, and analyze data and come up with creative approaches to problem solving
Strong multi-tasking skills. Comfort jumping in and out of things. Eager and able to dive into projects with minimal oversight or direction while also balancing day-to-day administrative needs
Unrelenting calm during chaos
Curious, creative, eager to learn, self-starting
Personable, happy-to-help others, and naturally drawn to a very busy, ever-evolving environment
Detail-oriented, capable of being the first point of contact for multiple conversations, skilled at prioritizing a wide range of tasks
Both a “doer” and a “thinker”; someone who rolls up their sleeves and jumps right in no matter what but always in a thoughtful manner
At least 3 years of administrative experience
1 year of accounting experience preferred
Demonstrated success leveraging and supporting others in the achievement of their goals
Willingness to help and support others, think creatively about how to maximize time, and juggle many details and activities
Master of Google Apps for Business (Gmail, Calendar, Drive) and of Microsoft office (Powerpoint, Excel, etc). Experience with Asana, OKRs, or other project management tools and systems preferred
Schedule flexibility. The Japan Desk team's main partnerships are often with Japan-based organizations so the ability to work off-hours 2-3 nights/mornings per week is required
The ability to work in Kendall Square in Cambridge at least three days a week (Tu-Thurs)
An interest in a long-term role. We are a growing company, and we like to hire people who will stay with us for the long term
Starting compensation is $80,000
100% company-paid premium healthcare and dental benefits
100% company-paid long- and short-term disability, and life insurance
401k (must be 21+)
Three weeks of vacation (more with seniority) plus thirteen holidays from the start
Fun people in a dynamic space. We pride ourselves on finding driven and bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!
Personal growth. This is a great opportunity to learn and develop skills within the epicenter of the innovation community at a growing company
Access to a nursing room, secure bicycle parking, a maker space, a gym, shower rooms with towels, and discounted services and memberships on tools to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options
Central location. CIC Cambridge is a stone's throw from the Kendall Square MBTA Red Line stop. CIC Boston is centrally located in downtown Boston and is within walking distance to the Blue, Green, Orange, and Red line

Responsibilities

Master of calendar Tetris. This role involves calendar management, maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling professional commitments, and adapting to last-minute changes. In particular, since the Japan Desk team works closely with partners and companies in Japan, the role will involve balancing meetings across the US/Japan time zone split
This position will include inbox management & monitoring, as well as communicating on behalf of the Japan Desk Director
Respond to professional travel and schedule changes and deal with any issues that arise, inside or outside of normal business hours

Desired Qualifications

Japanese ability is a plus. Some communication at the Japan Desk (e.g., emails and meetings) is in Japanese

CIC seeks a highly organized administrative professional with ambition, creativity, and dependability to join our Japan Desk team. This person will be directly supporting Jessy LeClair, Director, CIC Japan Desk, by providing expert administrative support, including scheduling, bookkeeping, and project management.

This is a unique opportunity for an exceptionally detail-oriented individual who thrives in a fast-paced work environment and is looking for boots-on-the-ground exposure to a dynamic, growing global business.

ABOUT CIC

CIC is an award-winning, global leader in building and operating innovation communities. Founded in 1999 in Cambridge, MA. CIC is one of the first companies to offer flexible office space and coworking options, providing a platform for the world’s most impactful entrepreneurs to innovate better and faster.

We have locations in Boston, Cambridge, Philadelphia, Providence, Rotterdam, St. Louis, Warsaw, and Tokyo and are growing into other cities, within the US and abroad. CIC has supported over 8,000 startups, growth companies, and branches of larger organizations, representing for-profit, mission-driven, and non-profit sectors across a wide array of industries.

CIC co-founded a number of mission-aligned organizations including Venture Café, CIC’s primary non-profit programming partner, and CIC Health, offering COVID-19 testing services to companies and the public.

We invite you to explore all our openings and learn more about our teams here.

ABOUT CIC’S JAPAN DESK

CIC’s mission is to make the world better by helping create powerful innovation ecosystems, and we believe a way to do this is by building connections between innovation ecosystems of different nations. CIC has chosen to focus on the particularly high-potential opportunity of deepening relations between Japanese and American innovators, given the size of both countries’ economies as well as the significant cultural and language barriers that exist between them.

Accordingly, in 2016, CIC inaugurated the Japan Desk. The Japan Desk is CIC’s Boston-based touchpoint for Japanese and Japan-adjacent companies. In partnership with the Japan External Trade Organization (JETRO) and the Consulate General of Japan to Boston, among others, we support the work of Japanese CIC clients in the Greater Boston Area. This support includes making introductions to key players in the Boston innovation ecosystem, giving Japanese-language tours, providing briefing services for companies seeking to establish a presence in Massachusetts, and encouraging Boston-based startups to explore the Japan market.

YOUR DAY-TO-DAY WORK

Scheduling and Administrative Support:

• Master of calendar Tetris. This role involves calendar management, maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling professional commitments, and adapting to last-minute changes. In particular, since the Japan Desk team works closely with partners and companies in Japan, the role will involve balancing meetings across the US/Japan time zone split.

• This position will include inbox management & monitoring, as well as communicating on behalf of the Japan Desk Director.

• Respond to professional travel and schedule changes and deal with any issues that arise, inside or outside of normal business hours.

Bookkeeping:

• Receive payments and send to CIC Finance Team for processing, enter bills with a focus on accuracy, maintain supporting documentation and classification of expenses

• Track invoices and expenses across multiple programs, and work with the CIC Finance team to ensure that the books are balanced.

• Reconcile expenses and create expense reports.

• Keep the Director informed and updated about the financial records of the Japan Desk.

Project Work:

• Work in collaboration with the head of the Japan Desk and her team to complete long term projects to serve CIC’s Japanese clients and partners (e.g., Japan Desk master pricing sheet).

• Maintain business and admin accounts, bibliographic information and professional contacts in a clear, organized system (including biography, LinkedIn accounts, all business cards).

• Adapt to organizational needs, jumping in to support other team members as needed.

ABOUT YOU

CIC seeks a self-motivated and confident individual who can act as intellectual support to supervisors. This dynamic role requires excellent planning, project management, and problem solving skills. We expect the person who joins us in this role will drive projects forward independently, anticipate issues before they occur, solve problems creatively, and know when to ask for help.

Some qualities we look for in a candidate:

• Meticulous attention to detail and the ability to “see around corners,” anticipating the team’s needs and heading off potential problems.

• Nuanced ability to tailor communication style, including effectively balancing strong professional communication with authentic and casual communication, and an understanding of what’s appropriate in any given context.

• Highly attentive listening and reading skills. Ability to absorb a high volume of information in a short amount of time, complete requests with limited information, and learn and adapt to supervisors preferences.

• Capable of maintaining confidentiality in a visible role.

• Excellent project management skills and the ability to research, create, and analyze data and come up with creative approaches to problem solving.

• Strong multi-tasking skills. Comfort jumping in and out of things. Eager and able to dive into projects with minimal oversight or direction while also balancing day-to-day administrative needs.

• Unrelenting calm during chaos.

• Curious, creative, eager to learn, self-starting.

• Personable, happy-to-help others, and naturally drawn to a very busy, ever-evolving environment.

• Detail-oriented, capable of being the first point of contact for multiple conversations, skilled at prioritizing a wide range of tasks.

• Both a “doer” and a “thinker”; someone who rolls up their sleeves and jumps right in no matter what but always in a thoughtful manner.

YOU HAVE

• At least 3 years of administrative experience.

• 1 year of accounting experience preferred.

• Japanese ability is a plus. Some communication at the Japan Desk (e.g., emails and meetings) is in Japanese.

• Demonstrated success leveraging and supporting others in the achievement of their goals.

• Willingness to help and support others, think creatively about how to maximize time, and juggle many details and activities.

• Master of Google Apps for Business (Gmail, Calendar, Drive) and of Microsoft office (Powerpoint, Excel, etc). Experience with Asana, OKRs, or other project management tools and systems preferred.

• Schedule flexibility. The Japan Desk team’s main partnerships are often with Japan-based organizations so the ability to work off-hours 2-3 nights/mornings per week is required.

• The ability to work in Kendall Square in Cambridge at least three days a week (Tu-Thurs).

• An interest in a long-term role. We are a growing company, and we like to hire people who will stay with us for the long term.

If you don’t meet all the requirements or qualifications but bring some other unique skills and experience that would be valuable in this role, please apply and highlight those attributes for us in your cover letter.

OUR OFFER

• Starting compensation is $80,000.

• 100% company-paid premium healthcare and dental benefits.

• 100% company-paid long- and short-term disability, and life insurance.

• 401k (must be 21+).

• Three weeks of vacation (more with seniority) plus thirteen holidays from the start.

ATTRACTIONS OF THE JOB

In addition to helping our clients achieve great things, we work to ensure that our employees are healthy and supported.

Some of the benefits of being here include:

• Fun people in a dynamic space. We pride ourselves on finding driven and bright collaborators who are eager to lend their own unique skills to the team, as well as to our inspiring clientele. The number one reason CICers say they like working here is because of their colleagues!

• Personal growth. This is a great opportunity to learn and develop skills within the epicenter of the innovation community at a growing company.

• Access to a nursing room, secure bicycle parking, a maker space, a gym, shower rooms with towels, and discounted services and memberships on tools to make your life happier/healthier such as gym memberships, tech and design support, hotel stays, and other fantastic options.

• Central location. CIC Cambridge is a stone’s throw from the Kendall Square MBTA Red Line stop. CIC Boston is centrally located in downtown Boston and is within walking distance to the Blue, Green, Orange, and Red line.

CIC is committed to building teams that reflect the fabric of the cities we support. We are proud to be an equal opportunity employer and consider all qualified candidates regardless of race, color, ancestry, gender identity or expression, religion, national origin, sexual orientation, age, citizenship, marital status, disability, Veteran status, or any other legally protected status. If you have a disability or special need that requires accommodation please let us know.

CIC

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The Council of Independent Colleges is an organization that supports leadership and institutional excellence among 765 nonprofit independent colleges and universities through conferences, seminars, and other resources aimed at improving educational quality, administrative and financial performance, and student outcomes.

Company Stage

N/A

Total Funding

N/A

Headquarters

Washington, District of Columbia

Founded

1956

Growth & Insights

Headcount

6 month growth

↓ -1%

1 year growth

↑ 21%

2 year growth

↑ 36%

INACTIVE