Department Support Assistant, Senior
Logistics, Sales & Operations · HR & Admin · Office Administration · Logistics Management · Project Management
In short
This Senior Department Support Assistant role in Tokyo, Japan, provides comprehensive administrative, operational, and project support to department leadership and teams. Key responsibilities include coordinating shipments, managing inventory, assisting with procurement and budgeting, organizing meetings and events, and contributing to process improvement initiatives.
Responsibilities
- Provide day-to-day administrative support to department leadership and team members.
- Coordinate internal communications, meetings, and departmental activities.
- Maintain departmental documentation, tracking systems, and operational records.
- Assist with preparation of reports, presentations, and business materials.
- Coordinate domestic and international shipments of equipment and materials.
- Track inventory, assets, and equipment assignments.
- Support inventory audits and asset management activities.
- Work with external vendors and logistics providers.
- Support purchasing activities and vendor engagement processes.
- Assist with purchase requests, invoice processing, and expense tracking.
- Monitor departmental spending and support budget management activities.
- Organize internal/external team meetings and team events.
- Coordinate meeting logistics, agendas, and follow-up actions.
- Support company events, leadership visits, and off-site activities.
- Track action items and help ensure timely execution.
- Support cross-functional projects by tracking schedules, deliverables, and dependencies.
- Facilitate communication between stakeholders.
- Assist with project reporting and status updates.
- Maintain project documentation and records.
- Identify opportunities to improve operational efficiency and business processes.
- Develop and maintain standard operating procedures and best practices.
- Leverage automation and productivity tools to streamline administrative tasks.
Requirements
- Associate's or Bachelor's degree, or equivalent practical experience.
- 4+ years of experience in administrative support, operations coordination, project coordination, or related roles.
- Strong organizational and multitasking skills.
- Excellent written and verbal communication skills in Japanese.
- Proficiency in Microsoft Office applications, including Outlook, Excel, PowerPoint, and Teams.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong attention to detail and problem-solving skills.
- Bachelor's degree.
- Associate's degree and 2+ years of Department Support Assistant or related work experience.
- High School Diploma or equivalent and 4+ years of Department Support Assistant or related work experience.
Desired Qualifications
- Business-level English communication skills.
- Experience supporting engineering, technology, or business organizations.
- Experience in procurement, logistics, inventory management, or vendor coordination.
- Experience organizing workshops, events, or executive visits.
- Familiarity with project management tools and business reporting.
- Experience using AI-powered productivity and automation tools.
- Strong customer service mindset and interpersonal skills.
- Bachelor's degree in Business Administration/Management or related field.
- 4+ years of Department Support Assistant or related work experience.
- 1+ year of work experience in a role requiring interaction with senior leadership (e.g., Sr Director level and above).
- 2+ years of experience working in a large matrixed organization.
- 2+ years in a leadership role with or without direct reports.
Benefits
- Qualcomm is committed to providing an accessible process for individuals with disabilities.
- Qualcomm is committed to making our workplace accessible for individuals with disabilities.
- Works independently with minimal supervision.
- Provides supervision/guidance to other team members.
- Decision-making may affect work beyond immediate work group.
- Requires verbal and written communication skills to convey complex information.
- May require negotiation, influence, tact, etc.
- Tasks do not have defined steps; planning, problem-solving, and prioritization must occur to complete the tasks effectively.
Skills
Microsoft OfficeOutlookExcelPowerPointTeams
#Administration#Support#Logistics#Procurement#Project Coordination#Process Improvement
About Qualcomm
Enabling a world where everyone and everything can be intelligently connected.
Enabling a world where everyone and everything can be intelligently connected.\n\n
Company
QualcommJob Posted
1 week ago
Employment Type
Full Time
Work mode
On Site
Experience Level
Senior
Locations
Tokyo, Japan
Qualification
Bachelor, Diploma, No Formal Education
Applicants
Be an early applicant
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