An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
Handle administrative tasks including mail, catering for meetings, conference room scheduling as requested, and maintenance and ordering of office supplies Coordinate travel including occasional complex group travel through company travel systems or externally as needed. Setting up & scheduling classes in training software. Review & improve Power-BI reporting of training classes Proficient with Microsoft products (Excel, PowerPoint, Word, Outlook, Teams). Ability & willingness to work up to 5% overtime Ability & willingness to travel up to 10%, both domestically & internationally (Japan).
What you will bring:
Some college in a related business or technical field [examples: accounting and finance, business, math, etc.] 1+ Years of relevant administrative experience Proficient with Microsoft products (Excel, PowerPoint, Word, Outlook, Teams). Ability & willingness to work up to 5% overtime Ability & willingness to travel up to 10%, both domestically & internationally (Japan). What you may bring (Nice to Have): 2 Year associate's degree in business or technical field [examples: accounting and finance, business, math, etc.], completion of a trade school, or 3+Years relevant administrative experience, preferably in a corporate environment Experience administrating meetings within Microsoft Teams and other virtual meeting platforms Experience in using SAP/Ariba procurement
Requirements:
Setting up & scheduling classes in training software Review & improve power-BI reporting of training classes Preparing & organizing student handouts for training classes Support requisition & purchase order input, processing, expediting Create and track procurement requisitions using information from the engineering teams on project work or operational activities. Support the shipping & receiving of equipment, hardware & parts Handle administrative tasks including mail, catering for meetings, conference room scheduling as requested, and maintenance and ordering of office supplies Coordinate travel including occasional complex group travel through client travel systems or externally as needed Plan and coordinate complex meetings in-person and virtually as requested by the mgmt. team Support expense reporting, and invoice processing in a timely manner per company standards, ensuring correctness at each phase Track business expenses and support corrections on invoicing and forecasting. Distribute electronic announcements, information, reports, or other documentation on behalf of the mgmt. team. Coordinate administrative internal change impacts, example: seating arrangements Coordinate special activities, example: recognition and morale events like birthdays, yearly kick-offs, etc.
