Administrative Assistant

Asahi Kasei•Charlotte, NC

31d•$22 - $29•Hybrid

About The Position

The Asahi Kasei Group operates with a commitment of creating for tomorrow. Our business sectors, Material, Homes, and Health Care, contribute to the development of society by anticipating the changing needs of those around the world. We look for candidates that offer a fresh perspective and a variety of skills to help us achieve our commitment. We are seeking an Administrative Assistant that provides high level administrative and operational support to senior leadership and reports directly to the HR Leader. This role is designed for an experienced executive assistant who operates with professionalism, discretion, and sound judgment. The position partners closely with leadership in the US to ensure effective calendar management, high quality executive communications, presentation review, and seamless coordination of meetings, travel, and logistics for both leadership and visiting stakeholders. The Administrative Assistant is a trusted contributor who anticipates needs, safeguards confidential information, and enhances the overall effectiveness of the leadership function.

Requirements

Advanced proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams)
Strong experience reviewing, editing, and formatting executive presentations and leadership materials
Proven capability in coordinating domestic and international travel, including itineraries, visas, and logistical documentation
Ability to manage expense reporting and administrative systems in compliance with company policies
Basic finance acumen, including familiarity with budgets, cost tracking, purchase orders, and invoice processing sufficient to support executive operations
High level of digital literacy with document management, collaboration platforms, and virtual meeting tools
Understanding of global operating environments and matrixed organizational structures
Exceptional organizational skills with the ability to manage multiple priorities simultaneously
High degree of discretion, confidentiality, and professional integrity
Strong written and verbal communication skills
Proactive, anticipatory mindset with a solution-oriented approach
Ability to work independently while maintaining strong collaboration with global assistant communities
Adaptability and resilience in a fast‑paced, evolving environment
Cultural awareness and ability to work effectively across regions and functions
Strong stakeholder management skills, including interaction with senior leaders and external partners
Exceptional attention to detail in all work products, including communications, scheduling, documentation, and reporting, with a consistent standard of accuracy across both routine and high-visibility tasks
Associate’s degree in Business Administration or a related field, or equivalent professional experience
Minimum of 4+ years of experience in an Executive Assistant or senior administrative support role
Demonstrated experience supporting senior leadership (VP level or above preferred)
Proven track record of partnering with other executive assistants to support standardized processes and global policies

Responsibilities

Provide administrative support to senior leaders, including calendar management, meeting coordination, and schedule optimization
Act as a key liaison between executives, internal teams, and external partners, ensuring clarity, professionalism, and timely follow-up
Prepare agendas, presentations, briefing materials, and executive correspondence
Anticipate leadership needs and proactively resolve scheduling or logistical challenges
Coordinate executive meetings, town halls, leadership offsites, and board-related activities as needed
Draft, review, and format business communications and reports
Prepare or review PowerPoints presentations
Arrange domestic and international travel for executives, including flights, lodging, ground transportation, visas, and itineraries
Ensure travel plans are cost-effective, compliant with company policies, and aligned with executive preferences
Plan, coordinate, and manage corporate events and leadership gatherings of 50+ attendees, including logistics, vendor coordination, venue setup, and on-site execution; support executive visits, leadership events, and company meetings
Coordinate office-related needs tied to executive operations (meeting rooms, supplies, equipment, vendors)
Support expense tracking and submission in alignment with company policies (no accounting ownership)
Enter Purchase Orders in Business Central
Maintain organized digital and document filing systems
Partner with internal teams (Finance, IT, Facilities) to ensure seamless executive support
Work closely with other Executive and Administrative Assistants across the IT organization to support and reinforce global policies, standards, and administrative processes
Ensure consistency in executive support practices, scheduling approaches, travel coordination, and communication norms across regions
Share best practices and contribute to continuous improvement of administrative workflows within a global, matrixed organization
Partner with peers to support cross‑functional initiatives and leadership activities, ensuring seamless coordination and alignment
Help to maintain and organize IT team sites, document libraries, and intranet pages in SharePoint, ensuring content is current, properly structured, and accessible to global stakeholders
Support governance of M365 collaboration spaces (Teams channels, SharePoint sites, shared drives), including access management coordination and periodic content reviews
Keep policy documents and project reference pages up to date in coordination with IT leadership
Coordinate logistics for new hire onboarding within the IT organization, including workspace setup, system access requests, equipment provisioning liaison, and orientation scheduling
Support the cadence of director-level and leadership reviews, including people planning cycles, offsite preparation, and follow-up action tracking
Coordinate recurring and ad-hoc leadership meetings across NA, EU, CN, and AP regions, managing time zone complexity, invitations, pre-read distribution, and meeting room or virtual setup
Capture meeting notes, action items, and decisions; distribute summaries to participants and track follow-through on assigned actions across leadership forums
Support logistics coordination for global IT leadership summits and cross-functional governance forums