Office Assistant

We are looking for a flexible, team player who enjoys event planning and managing office facilities.  The Office Assistant handles all aspects of day-to-day office and facilities management as well as full responsibility for many events throughout each year.



The responsibilities for this role span across facilities management, human resources, event planning and office management and administrative support. 
•    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
•    Communicate and ensure employee participation in all mandatory building drills such as fire and evacuation drills

Event Planning:
•    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
•    Prepare communications, flyers and invitations to events

Office Management and Administrative Support:
•    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



  • Prior experience in some capacity of office assistant
  • Ability to work autonomously without direction
  • Ability to work in a fast paced and changing environment
  • Excellent attention to detail and organizational skills with the ability to prioritize
  • Strong interpersonal skills
  • Business level written and spoken English
  • Proficient in Microsoft Office (Excel, PowerPoint, Word and Outlook) and MS Teams
  • Displays a high level of discretion and maintains confidentiality of all sensitive matters
  • Adaptable 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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