Administrative Assistant III

Panasonic • Irvine, CA

7d • Hybrid

About The Position

Provides advanced administrative support to C-Suite executives, managers, and teams by managing complex calendars, coordinating meetings and events, preparing reports and presentations, maintaining records, supporting budget and expense processes, and serving as a key point of contact between departments, external partners, and visitors. This role handles confidential information, responds to time-sensitive requests, coordinates logistics, and supports special projects that requires accuracy and strong organizational skills.

Requirements

• High school diploma or equivalent internationally recognized qualification required; associate degree or related business coursework preferred.
• 6+ years of related administrative, executive support, office coordination, or project-support experience.
• 2+ years experience supporting C-Suite executives strongly preferred.
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, and Teams. Experience with Concur and Amex travel strongly preferred.
• Experience supporting calendars, meetings, travel, expenses, reporting, documentation, and confidential business processes preferred.
• Experience working for a global multi-national company a plus and bonus points working for a Japanese company.
• Must be able to work in a standard office environment, use standard office equipment, including a computer, and attend meetings in person or virtually.
• Must be able to move throughout the office or campus as needed to support meetings, visitors, events, and administrative requests.
• Must be able to lift and carry materials weighing up to 10 pounds.
• Requires vision to read printed materials and a computer screen, and hearing and speech to communicate in person, virtually, and by telephone.

Nice To Haves

• associate degree or related business coursework preferred.
• Experience with Concur and Amex travel strongly preferred.
• Experience working for a global multi-national company a plus and bonus points working for a Japanese company.

Responsibilities

• Provides advanced administrative support to C-Suite executives, managers, and teams by handling complex details, recurring requests, and day-to-day operational needs.
• Manages calendars, schedules meetings, prioritizes meeting requests, and ensures timely follow-up on messages, approvals, and action items.
• Coordinates meeting logistics, including room reservations, visitor registration, catering, technology needs, agendas, materials, and post-meeting follow-up.
• Arranges domestic and international travel, prepares itineraries, coordinates accommodations, and processes related expense reports.
• Supports office operations by maintaining department files, distribution lists, contact information, supplies, equipment requests, and shared administrative resources.
• Greets visitors, coordinates badges and site access, supports onboarding logistics, and ensures guests and employees receive timely assistance.
• Supports special projects by tracking deliverables, coordinating timelines, gathering updates, and helping ensure milestones are completed on schedule.
• Performs cost control and budget support activities, including preparation, analysis, processing, and reconciliation of data used for reporting and planning.
• Creates productivity statistics, dashboards, and summaries based on key business drivers and partners with management to develop appropriate reporting.
• Processes purchase requests, invoices, expense documentation, procurement support, and vendor coordination as needed.
• Excellent written and verbal English communication skills, with the ability to interact professionally with executives, employees, customers, vendors, and visitors.
• Ability to represent the department in a friendly, polished, and service-oriented manner by phone, email, in person, and through virtual collaboration tools.
• Demonstrates sound judgment, tact, and professionalism when preparing communications, handling requests, and working with sensitive information.
• Advanced proficiency with Microsoft Office applications, including Outlook, Excel, Word, PowerPoint, Teams, and related collaboration or document-management tools.
• Ability to prepare professional presentations, spreadsheets, reports, charts, agendas, meeting notes, and correspondence with a high degree of accuracy.
• Strong calendar-management, meeting-coordination, travel-planning, expense-processing, and records-management skills.
• Ability to incorporate AI into work to enhance workflow and efficiencies where possible.
• Ability to exercise discretion with confidential matters and maintain compliance with Panasonic’s corporate security policy, including Information Security Management requirements.
• Understands the importance of accurate records, controlled access, document retention, and secure handling of business information.
• Proven ability to analyze and resolve problems, organize work independently, coordinate projects, manage multiple priorities, and meet deadlines.
• Works effectively on moderately difficult assignments that require judgment in resolving issues and making recommendations.
• Ability to anticipate needs, follow through on open items, and adapt quickly when priorities or schedules change.
• Typically receives little instruction on daily work and general guidance on newly introduced assignments.
• Ability to travel quickly and efficiently between buildings within the Panasonic Avionics Corporation campus as needed to support meetings, visitors, events, and office operations.

Benefits

• Paid time off: Non-exempt hourly employees accrue 14 vacation days per year + 7 sick days + 3 personal days. Accrual rate increases with tenure. All employees receive 11 company paid holidays per year. We also close our offices at the corporate level in the U.S. between Christmas and New Year. For operational positions that are expected to work on holidays, we provide additional compensation for hours worked.
• Health Insurance: Medical insurance offerings from Aetna and Kaiser (CA &HI). Options for Employee Only, Employee + Spouse/Domestic Partner, Employee + Children, or Family. Dental PPO and DMO options & Vision insurance through EyeMed or VSP.
• Voluntary Benefits – Life, accident, critical illness, disability, legal, identity theft, and pet insurance.
• Health Management and Wellbeing Programs – Lifestyle Spending Account, EAP, virtual health management, chronic condition, neurodiversity, tobacco cessation, substance abuse support, and life stage and fertility resources. Available to eligible employees starting the first day of the month following your start date. Eligibility for each benefit may vary based on employment status, location, and length of service.
• 401K with 50% match on up to 8% contribution, full vested from day 1.
• Educational Assistance – Tuition reimbursement for job-related courses.
• Washington’s Family and Medical Leave program and Washington’s Paid Sick Leave program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED