Administrative Assistant- HQ

Hitachi•Hillsboro, OR

4d•$22 - $30•Onsite

About The Position

The Administrative Assistant provides administrative, clerical and logistical support to the Senior Executive Assistant, executive leadership team, Division VP/GMs, and local functional teams within DLS and NCP. Responsibilities include assisting with scheduling, event coordination, travel arrangements, document preparation and onsite guest support. The ideal candidate will be highly organized, proactive, and have the ability to manage multiple priorities in a fast-paced environment while ensuring seamless communication and providing responsive administrative support across all levels of the organization.

Requirements

High School diploma or equivalent required
Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Basic reading, writing, and math skills required.
Strong interpersonal skills with the ability to handle sensitive and confidential information professionally.
Ability to communicate effectively with employees, customers, and vendors at various levels of the organization.
Ability to work independently and manage administrative tasks with little supervision.
Strong attention to detail with the ability to prioritize tasks, maintain accurate records, and meet deadlines.
Ability to work in a fast-paced environment while managing multiple assignments and changing priorities.
Ability to work fully onsite at your designated location.

Nice To Haves

Additional college coursework or administrative training preferred.
Three (3) to five (5) years of similar work experience is preferred.
The ability to read, write, and speak Japanese is preferred; candidates with working knowledge or basic proficiency are acceptable.

Responsibilities

Assist with scheduling internal and external meetings for the executive leadership team, Division VP/GMs and local functional teams.
Reserve meeting rooms and distribute Outlook calendar invitations to required attendees.
Prioritize coordination of scheduling requests and communicate meeting updates to help ensure smooth meetings and event logistics.
Assist with coordinating logistics for executive meetings (e.g., onsite budget meetings, internal audits) and division-hosted events (e.g., trade shows, customer engagements). Responsibilities include arranging hotel accommodations, transportation, meeting venues, catering, and dining reservations; maintaining accurate and up-to-date travel itineraries; and supporting coordination efforts with internal teams and external vendors.
Provide onsite administrative support during meetings and events, including travel as needed.
Coordinate with local employees, vendors, or customers to support meeting and event logistics offsite activities.
Coordinate guest registration with the Security team and pre-registering visitors in advance.
Greet and escort guests to meeting rooms and notify the appropriate hosts upon arrival.
Prepare meeting rooms with beverages and snacks as needed; order catering and stocking refreshments and resetting meeting rooms after use.
Coordinate with the IT team to support meeting connectivity and audiovisual setup requirements.
Collaborate with General Affairs (GA) to support meeting and event preparation activities as needed.
Provide administrative support as needed for onsite meetings and events hosted by divisions and special groups.
Arrange third-party services for the executives as needed (e.g., notary services).
Assist with preparing, organizing and coordinating special correspondence, reports, presentation materials and other documents for executives as requested.
Maintain organized file management and division records.
Support general office administrative functions, including managing division office supplies and incoming/outgoing mail.
Act as liaison between executives, division managers, and department staff.
Provide clerical support to relieve division managers and staff of administrative details.
Provide communication support, including translation assistance as needed.
Screen and prioritize emails.
Support visa/passport documentation processes as needed.
Prepare and process travel expense reporting.
Assist with special administrative projects as directed.
Provide administrative support to various functional areas of the company based on business need.