Administrative Assistant

Benefits

• Work from home

Full job description

Duties and responsibilities

This position will require you to work approximately four to eight hours per week, and you can work from home. You will be expected to attend a weekly Staff meeting on Thursdays. The Administrative Assistant will report to the Hakone Foundation Board Chairperson and the Executive Director. You will be responsible for communicating with the Board of Trustees, preparing agenda packets for distribution to all Board of Trustees, ensuring that all meeting notices are posted for community access, work with Trustees who are coordinating and planning events, order and pick up meals for the Board meeting, and take minutes of the Board meetings. You will attend all Board meetings (six times a year), and any other special meetings as they arise.

You will also drop off and pick up mail at the Post Office, process all incoming mail and distribute it to the appropriate person. You will also maintain and update the donor log and send out Donor Acknowledgement letters to donors. You will also maintain the Donor Board and ensure that the names are updated on a regular basis.

Qualifications

• Prior administrative/secretarial experience
• Computer skills and experience with MS Office (Word, Excel, Access, PowerPoint)
• Excellent communication skills both written and verbal. Japanese language skills a plus.
• Must be able to work with diverse style of personalities.
• Courteous and professional demeanor.
• Artistic/creative skills a plus.

Location

This position is a hybrid position. You can either work in the office here at the gardens, or you can work from home. You will be required to work at the office at least one day week in addition to the days of Board meetings.

Salary Range

$25 to $30 per hour, depending on experience.

Application Process

All interested applicants should submit your letter of interest, and resume, to:

Shozo Kagoshima

[email protected]

Or mail to:

Shozo Kagoshima

Hakone Foundation

P.O. Box 2324

Saratoga, CA 95070

Who we are

Hakone Gardens and Estate is a public Japanese tea garden in Saratoga, California, first conceived in 1915. This authentic Japanese garden, which incorporates Bay Area flora and fauna, includes historic Japanese structures such as tea huts, a bamboo forest, and koi pond, among other features. It represents a long tradition of Japanese-style garden artistry, creating an experience to inspire and educate individuals and the surrounding community. Today, the Hakone Foundation, including an active Board of Trustees and professional staff, operates the gardens, welcoming the public to engage with this unique cultural resource. We offer daily entry to the gardens & estate, which includes a small gift shop, an information center, spaces to enjoy tea and snacks, an art gallery, on-going classes, volunteer opportunities, and more. Additionally, we provide rentals for those hosting private events, ranging from corporate retreats to weddings and celebrations of life. The team values partnering with like-minded people and organizations to support this historic garden and its structures, while maintaining a cultural identity that builds a sense of meaning for all who visit.