What are the responsibilities and job description for the Executive Administrative Assistant position at Hitachi Energy?
At Hitachi Energy, our purpose is to advance a sustainable energy future for all. We bring power to our homes, schools, hospitals, and factories. Join us and work with fantastic people while learning and developing yourself on projects that have a real impact on our communities and society. Bring your passion and energy, and be part of a global team that appreciates a simple truth: Diversity Collaboration = Great Innovation
Hitachi Energy is seeking candidates for an Executive Administrative Assistant position reporting to the Chief Financial Officer and Chief Legal Counsel of North America. This role provides a challenging opportunity for a highly organized, initiative-taker with the ability to plan workload and priorities, anticipate the needs of senior management and effectively balance multiple responsibilities proactively and independently.
Candidates must have proven experience in international travel coordination and expense reporting, organization and expediting of executive calendars, and detailed, complex meeting planning and scheduling.
The successful candidate will perform a wide variety of administrative duties for the Finance and Legal Heads of North America, as well as periodic support of other key management team members.
Additionally, this position will work closely with the Senior Executive Administrative Assistant (SEAA) to the North America Region President. This includes working jointly on events, meetings and projects that are managed and led by the SEAA as well as potentially covering for the SEAA responsibilities when out of office.
Work location is a hybrid with 3 days per week in the Raleigh Main Campus Drive office and 2 days per week working remote from home office.
Typical duties/responsibilities and qualifications for the role include, but are not limited to, the following:
Maintain executives' calendars with experience in international coordination (including the obtainment of visas), exercising judgment in planning and coordinating meetings and making appointments for Company, customers, and other outside personnel. This includes establishing and coordinating annual calendar events.
Ability to compose correspondence and produce a variety of documents using Microsoft Office suite and various software packages including experience in:
- Translating content provided into a PowerPoint presentation fully aligned to Company branding requirements, creating graphics as appropriate and consistent in all formatting.
- Creating, manipulating, and analyzing data on spreadsheets and/or database software programs utilizing formulas.
Track and prioritize emails by highlighting those needing executive attention and responding to appropriate emails directly. Prepare response or request information for responses needed from other staff. Establish and maintain process which permit timely and accurate reference to business matters.
Prepare expense reports including international exchange rate calculations.
Coordinate with other management and outside personnel to obtain, assemble, format, and disseminate information necessary for standard and special requests.
Represent Hitachi Energy for applicable Raleigh site employee activities/events.
Manage phone calls by providing answers, decisions, and instructions to aid in the resolution of routine matters.
Make complete travel arrangements and coordinate meetings and conferences with customers' high-level executives. Arrange all logistics for multi-day meetings including appropriate facilities, food, transportation, lodging and special activities.
Support the onboarding of team members through ordering of computers, cell phones, etc.
COMPLEXITY OF TASKS:
Independently set priorities for completion of varied administrative and project-oriented duties typically involving highly confidential information in a fast environment. Anticipates challenges and needs and proactively find solutions. This position requires strong communication skills to effectively interface and coordinate activities involving global Company executives and customers.
Required Qualifications:
High School diploma and over 10 years of experience or a special combination of education with experience and/or demonstrated accomplishments; Bachelor's degree preferred.
Experience in proactively taking appropriate actions and proven ability to make independent judgments and decisions is essential.
Prior experience in planning of complex workshops/meetings with external vendors and senior level executive participation.
Prior experience in administering executive calendars including scheduling and expediting.
Prior experience in handling international executive travel and expenses; familiarity with Concur travel and expense reporting preferred.
Prior experience in handling confidential information related to both employees and organization strategy.
Team player focused on doing what it takes to get the job done.
Proactive collaborator
Notary Public or willingness to obtain, which will be funded by the Company.
Microsoft Suite experience (Outlook, Teams, PowerPoint, Excel, etc.)
Hitachi Energy is an Equal Employment Opportunity (EEO) and Affirmative Action Employer encouraging diversity in the workplace. We welcome you to apply and want you to know that all qualified applicants will receive consideration for employment without regard to race, creed, color, ancestry, religion, sex, national origin, citizen status, age, sexual orientation, gender identity, disability, marital status, family medical leave status, protected veterans' status or any other legally protected characteristic.
