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Administrative Assistant - Dallas, Onsite
Support Hitachi High-Tech America executives and local teams with meeting coordination, travel arrangements, visitor services, document preparation, vendor coordination, and onsite facilities logistics.
विवरण
- Support the Senior Executive Assistant, executive leadership team, Division VP/GMs, and local functional teams with administrative, clerical, and logistical duties
- Schedule internal and external meetings, reserve rooms, and send Outlook calendar invitations
- Organize executive meetings and division events, coordinating hotels, transportation, venues, catering, dining reservations, itineraries, vendors, and internal teams
- Provide onsite administrative assistance during meetings and events, with travel when required
- Coordinate offsite meeting and event logistics with employees, vendors, and customers
- Manage guest registration, visitor pre-registration, greeting, escorting, and host notifications
- Set up meeting rooms, arrange catering, replenish refreshments, and restore rooms after events
- Work with IT to coordinate meeting connectivity and audiovisual requirements
- Partner with General Affairs on meeting and event preparation
- Arrange external executive services, including notary appointments
- Draft and organize correspondence, reports, presentations, and other executive materials
- Maintain orderly files and division records
- Monitor office supplies and incoming and outgoing mail
- Serve as a liaison among executives, division managers, and department personnel
- Provide clerical and communication assistance, including translation support
- Review and prioritize email communications
- Assist with visa and passport documentation procedures
- Prepare and submit travel expense reports
- Support special administrative projects and functional teams as assigned
आवश्यकताएँ
- High school diploma or equivalent is required
- Three to five years of comparable experience is preferred
- Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
- Japanese reading, writing, and speaking ability is preferred; working knowledge or basic proficiency is acceptable
- Basic reading, writing, and mathematics skills are required
- Strong interpersonal skills and the ability to handle sensitive, confidential information professionally
- Effective communication skills for working with employees, customers, and vendors across organizational levels
- Ability to work independently and manage administrative responsibilities with minimal supervision
- Detailed, organized approach with the ability to prioritize work, maintain accurate records, and meet deadlines
- Ability to manage multiple assignments and shifting priorities in a fast-paced environment
- Willingness to work limited overtime when needed
- Ability to work fully onsite at the assigned location
- Minimal domestic and/or international travel may be required
लाभ
- Additional compensation, including incentive pay and/or allowances, may be available
- Limited domestic and/or international travel may be required
- Equal employment opportunity and reasonable accommodation are provided during the application and selection process
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