Corporate Administrative Assistant

Provide comprehensive administrative support to the Corporate Team ensuring efficient day-to-day operations across Executive Finance Office Management and HR functions.

This position is responsible for supporting the daily administrative operations of the Corporate team. Key responsibilities include but are not limited to:

Executive Office Support

Organize and schedule meetings including conference room booking and preparation

Coordinate executive events and corporate meetings

Arrange business travel for executives: flight hotel transportation and activities

Support HQ executive visits: book transportation hotel restaurants and activities prepare refreshments

Assist in research booking and coordination for offsite events and meetings

Take meeting minutes maintain corporate records and perform document filing

Support general administrative tasks assigned by executive management

Office Management

Front Desk Duties: Greet and assist visitors manage visitor log and guest badges

Receive and distribute incoming deliveries

Maintain office cleanliness and organization

Oversee kitchen upkeep including loading/unloading dishwasher maintaining coffee machines and ensuring cleanliness

Replenish office snacks and beverages

Ordering supplies managing inventories and ensuring office equipment is maintained

Coordinate with vendors for office issues: janitorial handyman lighting HVAC plumbing

Prepare and distribute parking validations

Maintain cubicle name signage and gym form submissions

Arrange catering service

Handle shipping arrangements (e.g. FedEx) and create shipping labels

Finance Team Administrative Support

Check mailbox and distribute mail

Visit bank to deposit checks

Generate checks using accounting software

Scan and file finance documents

Prepare and label envelopes for mailing

Perform annual inventory and physical count

HR Support

HR-related administrative tasks including preparation for new expats such as ordering business cards and arranging mobile phones

May work on other tasks and projects as assigned

Qualifications :

Education: High school diploma or equivalent required; Associates or Bachelors degree preferred.

Experience: A minimum of 2 years in an administrative or office support role. Experience supporting senior leadership is highly preferred.

Technical Skills: Proficiency in MS Word Excel PowerPoint Outlook and web-based applications. Knowledge of office management software and tools is a plus.

Communication Skills: Exceptional verbal and written communication skills with the ability to engage with a diverse group of individuals.

Organizational Skills: Strong organizational skills with the ability to prioritize tasks and manage time effectively in a fast-paced environment.

Attention to Detail: Demonstrated ability to work with a high level of accuracy while managing multiple tasks.

Adaptability: Ability to thrive in an ever-changing environment and adjust quickly to shifting priorities.

Confidentiality: Proven ability to handle sensitive information with discretion and professionalism.

Language Skills: Japanese language proficiency (both spoken and written) 

Additional Information :

Base Salary Pay Range*: $53000.00 - $73000.00 USD

*The current applicable Base Salary Pay Range for this role is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job education experience knowledge skills relevant to the role internal equity alignment with market data or other law.

We are an equal opportunity employer. All applicants will be considered for employment without attention to age race color religion sex sexual orientation gender identity national origin veteran or disability status.

NOTE: YOU MUST BE A US CITIZEN OR ABLE TO WORK WITHIN THE UNITED STATES WITHOUT SPONSORSHIP.

Other Compensation / Benefit Overview 

In addition to Base Salary the successful candidate may be eligible to participate in the following plans / programs upon satisfying all hiring requirements:  

• Bonus Plan 

• Medical Dental and Vision Coverage 

• Life Insurance and Disability Programs 

• Retirement Savings with Company Match  

• Paid Time Off  

• Flexible Work Arrangements including Remote Work  

We are an equal opportunity employer. All applicants will be considered for employment without attention to age race color religion sex sexual orientation gender identity national origin veteran or disability status.

All your information will be kept confidential according to EEO guidelines

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Beware of scams

Our recruiting team may communicate with candidates via our @ domain email address and/or via our SmartRecruiters (Applicant Tracking System) domain email address regarding your application and interview requests.  

All offers will originate from our @ domain email address. If you receive an offer or information from someone purporting to be an employee of Hitachi Solutions from any other domain it may not be legitimate.