Administrative Assistant

Sasakawa Peace Foundation USA is a non-partisan 501(c)(3) organization dedicated to deepening the understanding of and strengthening the relationship between the U.S. and Japan for the benefit of a free and open international community. Its activities mainly focus on security and diplomacy, through exchanges, dialogue, analysis, publications, and networking.

We are looking for a full-time member to join our Admin Team and provide strong backend support for the organization’s mission. This is for a full-time position.

This position will support the administration team with its accounting/bookkeeping activities, as well as general office space and staff needs Primary responsibilities include but are not limited to:

• Supporting book-keeping functions to maintain accurate records in the organization’s
• accounting software
• Facilitating staff’s expense submissions to stay on schedule and be compliant with budgets as well as Sasakawa USA policies.
• Assisting in invoicing, accounts payables and monthly reconciliations.
• Assisting to generate financial reports and necessary data sets for the preparation of tax returns and financial statements, audits and grant reports.
• Assisting with 1099s and selected reports to state and federal authorities.
• Support the maintenance of the organization accounting software (Intacct)
• Monitoring office overheard costs and reporting to the Director of Administration
• Maintaining office databases.
• Supporting the Administration Team in office management as needed, such as assisting in basic troubleshooting of office equipment, on/off boarding of members, handling general inquiries from outside the office, and assisting office emergency procedures.

Knowledge, Education, and Experience:

• Demonstrated professional experience preferred.
• Effective verbal and written communication skills in professional settings
• Proficiency with Microsoft Office Suite.
• Experience with handling budgets, accounts payable/bill payments preferred.
• Experience with accounting software, Excel and database software such as Access preferred.
• Experience with digital tools such as Adobe Suite, DocuSign, SharePoint preferred.
• Ability to understand budget structures
• Ability to work on a team following instructions.

Working hours are 9:00 am – 5:00 pm, Monday through Friday, with a one-hour lunch break. Occasional weeknight and/or weekend work is required (paid overtime).