We are seeking a Japanese Bilingual Project Admin Assistant to support the operations of an innovation and startup incubation center in Palo Alto, California. This position plays a key role in ensuring smooth daily operations by supporting front desk functions, event coordination, community engagement, communications, and administrative activities in a professional and collaborative environment.
The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced startup-oriented environment while interacting with entrepreneurs, visitors, and internal stakeholders.
Industry: Startup Incubation / Innovation Support / Government-Related Programs
Location: On-site – Palo Alto, California
Work Schedule:
- 8-hour shifts between 9:00 AM – 6:00 PM (unpaid lunch break)
- Schedule Option 1:
- Monday AM (4 hours)
- Tuesday and Thursday (8 hours)
- Schedule Option 2:
- Monday PM (4 hours)
- Wednesday and Friday (8 hours)
Overtime: Generally not required. If needed, at least one week’s notice will be provided.
Required Qualifications
- Business-level Japanese and English communication skills
- Comfortable working in a startup-oriented, collaborative environment
- Strong interpersonal, communication, and presentation skills
- Ability to interact proactively with facility users, guests, and event participants
- Understanding of Japanese business culture and government-related practices
- Strong organizational and multitasking abilities
- High level of professionalism, ethics, and business compliance awareness
- Experience using Slack, Google Workspace, and social media platforms
- Interest in startups, entrepreneurship, or innovation ecosystems
- Ability to work effectively with team members from diverse communication and work styles
Responsibilities
Operations & Front Desk Support
- Serve as the primary point of contact for visitors and provide facility guidance
- Respond to inquiries via email, website, LinkedIn, and other communication channels
- Coordinate scheduling, facility access, and daily operational activities
Community & Member Support
- Support member recruitment and application coordination
- Manage onboarding processes, contracts, and member records
- Maintain organized member databases and operational documentation
- Respond to member inquiries professionally and promptly
Event Coordination
- Support planning and execution of events, workshops, and exhibitions
- Coordinate logistics, setup, registrations, and post-event follow-up
- Assist with both internal programs and external venue rental activities
- Track attendance, feedback, and engagement metrics
Facility & Logistics Management
- Maintain a clean and professional facility environment
- Manage office supplies, inventory, and vendor coordination
- Handle incoming mail, packages, and equipment reservations
Communications & PR
- Manage and post content on LinkedIn and other social media platforms
- Support website updates and digital communications
- Promote community activities and member achievements
Administrative Support
- Prepare reports, presentations, and internal documentation
- Organize digital assets and maintain accurate records
- Support general administrative and operational tasks as needed
Additional Duties
- May be assigned other duties by managers as business needs require.
