Administrative Assistant

Administrative Assistant | Hybrid · Flex Hours · Great Benefits

Humble Bunny — Shibuya, Tokyo

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About the Role

Humble Bunny is a digital marketing agency specializing in helping global brands successfully enter and scale in the Japanese market. We challenge the conventional belief that "Japan is a difficult market" by combining deep cultural understanding with data-driven marketing frameworks — including proprietary systems such as LocaRISE®, TrueCopy, and TrueVP — to build repeatable processes that generate sustained business results for our clients.

As Administrative Assistant, you will play a vital role in supporting the day-to-day operations of the business across administration, finance, HR, legal coordination, and internal operations. Working closely with the CEO and leadership team, you will help ensure the company runs efficiently while supporting both employees and external business partners.

This role goes beyond traditional administrative work. You will coordinate finance administration, payroll support, HR documentation, legal and compliance processes, and vendor management — ensuring internal processes operate smoothly and enabling the wider team to focus on delivering outstanding results for clients.

Because Humble Bunny operates primarily in English, you will use English daily for internal communication, documentation, and collaboration. Japanese is essential for handling government procedures, employee documentation, and domestic administrative matters, making this an ideal opportunity for a bilingual professional looking to grow within an international company.

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Key Responsibilities

Finance Administration

• Prepare and issue monthly client invoices
• Track accounts receivable, payment due dates, and outstanding invoices
• Process inbound payment confirmations and coordinate outbound vendor payments
• Maintain financial administration records and supporting documentation

Payroll & HR Administration

• Review payroll information in coordination with external accountants
• Process employee transportation expenses, reimbursements, and business trip allowances
• Coordinate bonus administration and salary payment schedules
• Prepare employment certificates and support employee documentation requests

Legal & Compliance Coordination

• Coordinate with external legal advisors as required
• Manage NDAs, contracts, and company documentation
• Support visa, permanent residency, and other employee administrative procedures
• Maintain company compliance documentation and records

Company Operations

• Organize financial, legal, and operational documents
• Manage internal administrative systems and company records
• Schedule recurring operational meetings and support leadership activities
• Assist in updating company policies, staff manuals, and internal documentation

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What Makes This Role Unique

• Broad operational scope spanning administration, HR, finance, legal, and business operations
• Direct collaboration with the CEO and leadership team with visibility across the entire business
• Daily use of both English and Japanese in an international, fast-paced environment
• High level of ownership with genuine opportunities to improve internal processes
• Clear career progression path from Administrative Assistant to Administrative Specialist

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Requirements

Administrative Experience

• 1+ years of experience in administration, operations, HR, finance, executive support, or a related role
• Demonstrated ability to manage multiple administrative tasks simultaneously with excellent attention to detail
• Strong organizational and time management skills
• Proven ability to prioritize work and meet deadlines in a fast-paced environment
• Experience handling confidential information with professionalism and discretion

Finance & Operations

• Experience supporting invoicing, payroll, accounting, procurement, or general business administration
• Comfortable working with spreadsheets, documents, and administrative systems
• Ability to maintain accurate records and organize business documentation
• Experience coordinating with external vendors, accountants, or business partners is an advantage

Communication & Business Skills

• Excellent written and verbal communication skills in both English and Japanese
• Experience coordinating with internal and external stakeholders
• Professional, service-oriented communication style with strong follow-up habits
• Highly organized with strong attention to detail and a proactive approach to problem-solving
• Strong sense of ownership, accountability, and discretion

Language Requirements

• English: Business level to native — comfortable using English as a primary working language (approximately 75% English usage)
• Japanese: Native or fluent business level — sufficient to independently handle government procedures and administrative documentation

Preferred Qualifications

• Experience supporting HR administration or payroll processes
• Experience with invoicing, accounts receivable/payable, or bookkeeping support
• Experience coordinating contracts, legal documentation, or compliance activities
• Background in an international company or bilingual work environment
• Experience supporting executives or senior leadership
• Proficiency with Google Workspace, Microsoft Office, or similar productivity tools