Administrative Specialist at Keysight Technologies - Hong Kong

Hachioji, , Japan -

Full Time

Start Date

Immediate

Expiry Date

22 Jul, 26

Salary

0.0

Posted On

23 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Asset Management, Technical Documentation, Meeting Coordination, Travel Logistics, Procurement, Inventory Management, Data Management, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Microsoft Teams, SharePoint, Project Coordination, Bilingual Communication, Quality Control

Industry

electrical;Appliances;and Electronics Manufacturing

Description

Overview Keysight is at the forefront of technology innovation, delivering breakthroughs and trusted insights in electronic design, simulation, prototyping, test, manufacturing, and optimization. Our ~15,000 employees create world-class solutions in communications, 5G, automotive, energy, quantum, aerospace, defense, and semiconductor markets for customers in over 100 countries. Learn more about what we do. Our award-winning culture embraces a bold vision of where technology can take us and a passion for tackling challenging problems with industry-first solutions. We believe that when people feel a sense of belonging, they can be more creative, innovative, and thrive at all points in their careers. Keysight Technologies’ Semiconductor Measurement Solutions (SMS) business, specifically the Wafer Test Solutions (WTS) Group, a global leader in semiconductor test innovation. For more than 40 years, WTS has been at the forefront of parametric and wafer-level test systems, enabling breakthroughs in advanced CMOS, Silicon Photonics, and next-generation semiconductor technologies. Keysight holds a top market share in front-end wafer test systems, trusted by leading semiconductor manufacturers worldwide. Our solutions accelerate time-to-market and ensure uncompromised quality for the most demanding device architectures. The WTS R&D team is based in Hachioji, Tokyo, serving as a center of excellence for product development and engineering innovation. As the semiconductor industry experiences unprecedented growth driven by AI, high-speed optical interconnects, and advanced nodes, WTS is expanding its business scale and strengthening its organizational capabilities to meet global demand. In this role, you will support the backbone of R&D operations—ensuring smooth coordination across projects, managing critical documentation, and enabling collaboration between engineering teams and global stakeholders. Your contribution will help sustain Keysight’s leadership in semiconductor test and drive the next wave of technology advancement. Responsibilities Responsibilities Operations & Asset Management Maintain the R&D asset register; coordinate fixed‑asset inventory checks and reconcile records with finance. Track ownership/location of instruments, fixtures, and lab equipment; support project open/close activities from an administrative standpoint. Technical Document & Records Management Administer technical documentation repositories (design data, specifications, test plans); ensure proper versioning, retention, and secure archiving. File and maintain contract documents and confidentiality agreements (NDAs); support document routing and tracking. Meeting & Calendar Coordination Coordinate R&D meetings (monthly all‑hands, project checkpoints): room booking, agenda preparation, attendee logistics, minutes, and action‑item tracking. Travel & Logistics Arrange domestic/international business travel and maintain traveler/passport lists; handle visas and related documentation as needed. Coordinate shipments: prepare export paperwork for overseas consignments and arrange domestic truck pickups/deliveries for special items. Procurement, Parts & Supplies Place and track purchase requests for parts, prototypes, consumables, and clean‑room supplies through approved procurement systems; monitor delivery and stock levels. Manage office supplies (stationery, printer cartridges) and subscriptions (shared magazine shelves). Prototype & Lab Support Coordinate prototype build logistics (materials availability, schedule alignment) and arrange calibration/repair services with internal/external providers. Intellectual Property & Legal Administration Maintain the patent information “corner” and IP tracking records; support patent filing preparation and documentation workflows in coordination with legal. Assist with confidentiality agreement (NDA) preparation and filing; maintain compliant records. Forms, Requests & Financial Workflows Assist with internal request forms (work orders, service/outsourcing requests), purchase requisitions, and expense reporting; track submissions and approvals. Support external outsourcing fee management and related deferred‑asset accounting documentation. Reporting & Slideware Consolidate monthly project report inputs, publish to the internal web/portal, and distribute notifications to stakeholders. Support creation and polishing of monthly R&D meeting slides (content collection, formatting, and version control). (grounded by internal monthly‑report/web publishing practice) Editing & Quality Control Proofread and format technical and managerial documents (English/Japanese); enforce style and confidentiality guidelines prior to circulation. (based on your request) Team Events & Culture Plan and coordinate internal team‑building events and divisional activities (venue sourcing, budget coordination, communications). (based on your request) Onboarding & Training Support Help run new‑hire training programs: schedule sessions, maintain training calendars, coordinate presenters/materials, and guide participants to required courses. Data & Drive Administration Administer shared storage (e.g., team drives/SharePoint): structure folders, manage access rights, and enforce data hygiene. Update R&D web/intranet pages and directories as needed (seat map, org chart, team pages). Facilities & General Admin Maintain seating charts and organizational listings; process business card requests via procurement systems. Manage retrieval/return of documents stored at external warehouses in line with compliance requirements. Compliance & Safety Coordinate periodic audits/checks (e.g., ESD monthly audits) and support personal‑information handling practices in collaboration with compliance owners Support services for recruitment activities. Planning internships and job fairs, etc. Qualifications Education: Bachelor’s degree or graduation from a vocational or business school; field of study open if administrative/operations aptitude is demonstrated. Language: Business‑level Japanese and English for written/editing tasks, meeting coordination, and cross‑functional communication. Productivity & Collaboration Tools: High proficiency with Microsoft Excel, PowerPoint, Word, Teams; capable of maintaining SharePoint sites and shared drive structures (folder hygiene, permissions). Careers Privacy Statement***Keysight is an Equal Opportunity Employer.***

Responsibilities

The Administrative Specialist will manage R&D operations, including asset tracking, technical documentation, and meeting coordination. They will also support procurement, prototype logistics, and internal team events to ensure smooth project execution.