Department Administrator Assistant

Clients is looking for a highly motivated and customer service focused Departmental Administrative Assistant for our Systems & Electronics Planning Division.

The primary responsibility of this role is to provide administrative support to the Division Vice President Executive Team and Departments. Your contributions will support our mission to deliver world-class electronics systems to our customers.

• Provide comprehensive administrative support to the Division Vice President including schedule management travel arrangements visitor support preparation of documents/materials/correspondence coordination of division-level meetings/events tracking and reporting project/activity status etc.

• Provide administrative support to the Divisions Executive Team and Departments including travel arrangements coordination of department-level meetings/events leading safety & 4S activities onboarding/offboarding etc.

• Manage multiple activities/requests simultaneously with self-motivation resourcefulness and prioritization to achieve deadlines and output expectations.

• Organize maintain and create electronic and physical files/documents ensuring confidentiality and compliance. Utilize Microsoft 365 tools to manage storage information sharing and document creation.

• Assist with budget planning tracking accruals and processing of invoices/expenses. Ensure timely and accurate submission of expense reports and invoices with strong knowledge of policies processes and systems to ensure compliance.

• Create and update reports and visualization tools to simplify complex data for easy understanding.

• Conduct independent research and obtain information for complex reports and special assignments.

• Develop standardize and continuously improve the processes necessary for your work and the Divisions function.

• Maintain the network and knowledge necessary to act as a resource for general administrative support to all members in the Division.

• Contact company personnel at all organizational levels to gather information in support of department and division operations.

• Manage ordering and organization of office supplies and equipment.

• Manage or coordinate small projects providing cost-effective solutions.

• Maintain division & department seating and organizational charts.

• Maintain division and department SharePoint sites and access.

• Order non-general supplies as needed and monitor the non-general supplies budget making recommendations to managers regarding purchase decisions.

• Provide language support and translation of meetings and documents between Japanese and English including coordination of travel and events within Japan.

• Handle special projects and perform other duties as assigned.

• Japanese language proficiency

• 5 years of experience providing administrative support to Department (GM level) or above

• High school diploma or GED

• Excellent communication and interpersonal skills including demonstrated ability to collaborate effectively with a wide variety of stakeholders and members at all levels of the organization

• Strong focus on customer service and demonstrated success working in teams

• Ability to present concepts visually in graphs tables charts and other methods

• Proficiency with Microsoft 365 tools (Word Excel PowerPoint SharePoint Teams OneNote etc.). Candidates must successfully pass an Excel test prior to submission

• Experience managing expenses and invoices including working knowledge of Ariba/SAP Chrome River and Time & Projects systems. Experience managing a significant volume of design-in invoicing

• Ability to maintain confidentiality of sensitive or proprietary information

• Independent and self-motivated with effective time management skills

• Proficient at managing multiple requests prioritizing and communicating progress status. Must be able to accurately assess resources needed to complete tasks and escalate when priorities conflict. Able to remain composed under pressure and demonstrate flexibility

• Strong attention to detail and organizational skills in a dynamic environment

• Proven success identifying and implementing process improvements

• Ability to work on-site regularly including overtime (up to 10%) and limited travel as necessary

• Associates degree (or equivalent) or higher

• Training in JKK or TBP to improve current business processes

• Understanding of Clients policies & processes related to travel & expense budgeting job request (JR) system confidentiality and compliance

• Experience with Power BI or other relevant software/tools

• Medical Insurance: We offer three comprehensive medical plans through United Healthcare all of which provide 100% coverage for preventive care and are zero-cost for employee-only coverage.
• Dental & Vision Insurance: We offer multiple dental and vision plans to meet your needs with some plans available at zero cost for employee-only coverage.
• 401(k) Plan: You can participate in our 401(k) plan with immediate eligibility. eShocan provides a 3% employer match with a vesting period of three years.
• Paid Time Off (PTO): You will begin accruing 80 hours of PTO per year immediately upon your date of hire.
• Employer-Paid Benefits: We provide 100% employer-paid Group Term Life Accidental Death and Dismemberment (AD&D) and Long-Term Disability (LTD) insurance.