Executive Administrative Assistant

Mitsubishi Heavy Industries, Ltd.•Lake Mary, FL

26d•Onsite

About The Position

Mitsubishi Power Americas, Inc., in Lake Mary, Florida is looking for an Executive Administrative Assistant. Company Overview At Mitsubishi Power, we're not just building better clean energy technologies; we're architecting a better future. Our team is boldly redefining power generation and energy storage to fast-track the world's energy transition. We operate as one team, pushing toward our vision of the future. At Mitsubishi Power, we value problem-solvers, prioritize collaboration, and support each other in an inclusive culture created through accountability and authenticity by demonstrating our core values of: Safety, Family, Innovative, Inclusive, Accountable & Courageous. Together, we’re building the future we all aspire to — making net zero a reality. One team, one future. Role Overview We are seeking a highly organized and proactive Executive Administrator to support our Executive Vice President / Chief Operating Officer in a fast-paced environment. The ideal candidate will be responsible for providing comprehensive administrative support, managing customer care communications, and ensuring smooth day-to-day operations, including managing office needs such as coffee and refreshments.

Requirements

Bachelor’s degree preferred, and a minimum of 5 years of experience in an executive administrative role preferably supporting senior management.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Bi-lingual (English/Spanish) preferred.
Computer Skills: To perform this job successfully, an individual should be proficient with presentation, Internet software; Spreadsheet and Word Processing software.

Responsibilities

Manage the calendars for, including scheduling meetings, appointments, and travel arrangements.
Prepare and edit correspondence, presentations, reports, and other documents as required.
Handle incoming calls, emails, and other communications on behalf of the Vice President.
Organize and maintain the files and records, both digital and physical.
Serve as a point of contact for high-level customer inquiries, ensuring that all concerns are addressed promptly and professionally.
Coordinate with customer care teams to ensure issues are escalated and resolved efficiently.
Prepare customer-facing communications on behalf of the EVP, ensuring alignment with company values and standards. If necessary, elevate misalignments to upper management to facilitate expeditious agreements and results.
Plan, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
Ensure meeting rooms are prepared with necessary materials, equipment, and refreshments.
Assist with organizing company events, conferences, and off-site meetings.
Support the team with customer visits and events. i.e. meals, hotels, conference room, etc.
Manage office supplies, including the procurement and organization of refreshments for the Vice President and guests.
Act as a liaison with vendors and service providers to ensure the office runs smoothly.
Oversee the maintenance of office equipment and the general office environment.
Act as a liaison between the Executive Vice President and internal/external stakeholders.
Handle confidential and sensitive information with discretion and professionalism.
Ensure clear and timely communication across departments and with external partners.
Assist with special projects and initiatives as directed.
Provide research and support for strategic planning and decision-making processes.
Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
Participate in proactive team efforts to achieve departmental and company goals.
Contribute to building a positive team spirit.
Communicate effectively with all levels of employees.
Protect confidential information by not communicating, disclosing to, or using for benefit of 3rd parties.
Maintain the highest degree of honesty and integrity at all times.
All other duties as assigned.