Position
Executive Assistant & Community Relations Coordinator, Hillside Center
Department
Hillside Center
Position Type
Full-time
Location
Hillside Center (Mizonokuchi station): hybrid-remote flexibility after initial training period available.
Work Hours
37.5 hours per week (9:00 to 17:30, Monday to Friday): Programs and events may occasionally be held during evenings, weekends, and national holidays; compensatory time off provided.
Report to
Head of Hillside Center
Visa Requirement
Temple University, Japan Campus (TUJ) is able to sponsor a visa for this position.
Salary & Benefits
Salary commensurate with experience.
Eleven (11) days paid vacation in the first year, increasing to 20 days after 6 years of employment, plus 5 paid “personal and sick days” each year. In addition, approximately two weeks company-wide break over Christmas/New Year. Japanese social insurance and pension, commuting/telework allowance, a welfare-discount program membership, and retirement payment system.
Overview of Position
Temple University, Japan Campus (TUJ) is seeking a highly organized, proactive, and community-minded professional to support the daily operations and external engagement efforts of the Hillside Center.
Executive Assistant & Community Relations Coordination will play a key role in helping establish a welcoming, student-centered, and community-connected environment at Hillside Center. The position provides administrative and operational support to the Head of Hillside Center while also supporting community outreach, event coordination, student communication, and cross-campus collaboration with departments based at TUJ City Campus.
The ideal candidate will be comfortable working in a dynamic and evolving environment, communicating with a wide range of stakeholders in both Japanese and English, and helping foster positive relationships with students, faculty, staff, neighbors, and local community organizations.
Primary Responsibilities
Administrative & Operational Support
- Provide day-to-day administrative support for Hillside Center operations and the Head of Hillside Center.
- Manage schedules, meeting coordination, documentation, and general administrative processes.
- Assist with expense reports, purchasing coordination, record keeping, and other operational documentation as needed.
- Serve as a point of contact for internal communication and coordination with departments across the Tokyo campus.
- Support office organization, supply management, and operational logistics to help ensure smooth daily operations.
- Assist with preparing reports, presentations, meeting materials, and correspondence.
Community & External Relations
- Support the development and maintenance of positive relationships with local neighborhood associations, community organizations, vendors, local officials, and external partners.
- Serve as a liaison for community-related communication and coordination connected to Hillside Center activities and events.
- Assist with community outreach initiatives and programs that strengthen Hillside Center’s connection to the surrounding community.
- Support communication and relationship-building efforts related to neighborhood engagement and local partnerships.
Event Planning & Coordination
- Assist with the planning, coordination, and execution of Hillside Center events, programs, meetings, and special initiatives.
- Coordinate event logistics including scheduling, venue preparation, vendor communication, catering, materials preparation, registration management, and on-site support.
- Support publicity and communication efforts for events, including coordination of digital materials, posters, announcements, and related communications.
- Assist with occasional evening and weekend events as needed.
Student Support & Frontline Communication
- Serve as a welcoming and approachable point of contact for students visiting or contacting Hillside Center.
- Provide basic guidance and support to students by listening to concerns, answering general questions, and connecting students with appropriate TUJ departments and resources when needed.
- Support efforts to help create a positive, student-centered campus environment.
- Assist with responding to inquiries from students, faculty, staff, and visitors in a professional and supportive manner.
Student Worker Coordination
- Assist with the hiring, training, scheduling, and supervision of student workers supporting Hillside Center operations and events.
- Coordinate student worker schedules and assignments.
- Track and process student worker timesheets and related employment documentation.
- Help provide guidance and support to student workers to ensure smooth operations and strong customer service.
Cross-Campus Coordination & Special Projects
- Collaborate closely with departments and offices located at TUJ’s main Tokyo campus to support Hillside Center operations and student services.
- Assist with special projects, new initiatives, and operational needs related to the continued growth and development of Hillside Center.
- Support cross-functional collaboration among academic and administrative departments as needed.
Qualifications & Experience
- Bachelor’s degree or equivalent professional experience.
- Strong Japanese communication skills required (native or near-native proficiency preferred).
- Comfortable communicating in English in a university or international environment.
- Previous experience in administrative support, office coordination, event coordination, community relations, student support, or a related field.
- Strong interpersonal and communication skills with the ability to interact professionally and warmly with a diverse population of students, faculty, staff, and external stakeholders.
- Excellent organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously.
- Ability to work independently while also collaborating effectively within a team environment.
- Demonstrated flexibility, professionalism, discretion, and sound judgment.
- Proficiency with Microsoft Office, Google Workspace, Zoom, and related office productivity tools.
Preferred Qualifications & Experience
- Experience working in higher education, international education, nonprofit organizations, or community-based organizations.
- Experience coordinating events, outreach activities, or public-facing programs.
- Experience supervising or coordinating student workers or young adults.
- Familiarity with Japanese community relations and business etiquette.
- Experience working in a bilingual Japanese-English environment.
- Familiarity with design or communication tools such as Canva or similar platforms is a plus.
- Demonstrated interest in student support, cross-cultural communication, and community engagement.