Corporate Administrative Assistant

Summary

Join Hitachi Solutions as a Corporate Administrative Support professional and provide comprehensive administrative support to the Corporate Team, ensuring efficient day-to-day operations across Executive, Finance, Office Management, and HR functions. You will support the daily administrative operations of the Corporate team, including executive office support, office management, finance team administrative support, and HR support. Responsibilities include organizing and scheduling meetings, coordinating events, arranging travel, managing office supplies, handling mail and finances, and assisting with HR tasks. The ideal candidate will possess strong organizational and communication skills, attention to detail, and adaptability. A minimum of 2+ years of administrative experience is required, with experience supporting senior leadership highly preferred. Japanese language proficiency is also required.

Requirements

• High school diploma or equivalent required
• A minimum of 2+ years in an administrative or office support role
• Proficiency in MS Word, Excel, PowerPoint, Outlook, and web-based applications
• Exceptional verbal and written communication skills, with the ability to engage with a diverse group of individuals
• Strong organizational skills, with the ability to prioritize tasks and manage time effectively in a fast-paced environment
• Demonstrated ability to work with a high level of accuracy while managing multiple tasks
• Ability to thrive in an ever-changing environment and adjust quickly to shifting priorities
• Proven ability to handle sensitive information with discretion and professionalism
• Japanese language proficiency (both spoken and written)

Responsibilities

• 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
• 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
• 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-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

Preferred Qualifications

• Associate’s or Bachelor’s degree preferred
• Experience supporting senior leadership is highly preferred
• Knowledge of office management software and tools is a plus

Benefits

• 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