RESPONSIBILITIES:
The responsibilities for this role span across facilities management, human resources, event planning and office management and administrative support
Facilities:
- Facilitate visitor seating and IT setup requirements
- Ensure desk setup for new hires including desk assignment, cleaning and stocking the desk and signage
- Manage supply room and kitchen inventory and stocking for offices supplies, snacks, beverages and other kitchen items
- Maintain a clean and tidy office environment; keeping all common areas and conference rooms neat and organized
- Ensure all machines and appliances are clean and in proper working order; work directly with vendors and/or building staff on repairs and issues
- Coordinate all facilities and security related activities with the building
- Work with the US Office Manager to ensure global events are complementary
- Prepare plans for events including venue options, themes, catering and services, along with budgets for review with management
- Handle execution of all events, including onsite and offsite events
- Greet and welcome all guests and manage visitor process
- Coordinate employee travel for business trips in accordance with Capstone's policies
- Prepare and manage the Japan office management budget
- Reconcile monthly corporate credit card by deadline including providing receipts and explanation of charges
- Preparing agendas and meeting materials autonomously
- Sort, review and distribute incoming mail and prepare FedEx packages and other outgoing mail needs
- Other duties as assigned
DESIRABLE CANDIDATES:
Prior experience in some capacity of office assistantAbility to work autonomously without directionAbility to work in a fast paced and changing environmentExcellent attention to detail and organizational skills with the ability to prioritizeStrong interpersonal skillsBusiness level written and spoken EnglishProficient in Microsoft Office (Excel, PowerPoint, Word and Outlook) and MS TeamsDisplays a high level of discretion and maintains confidentiality of all sensitive mattersAdaptable to changing requirements and comfortable with ambiguity Capstone is committed to creating an inclusive environment where we welcome people of different backgrounds.
Capstone considers applications for employment without regard to all applicable protected characteristics, including race, color, religion, ethnicity, national origin, gender, sexual orientation, gender identity or expression, age, parental status, veteran status, or disability status.
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