Executive Assistant - North America

Hitachi•Raleigh, NC

3d•Onsite

About The Position

Hitachi Energy is seeking an Executive Assistant to support our SVP of Service in North America. The role will be located in our North America HQ in Raleigh, NC. The Executive Assistant will provide administrative support to the Service Leadership team, ensuring efficient operation of the office. This role involves handling sensitive information, managing schedules, and performing various administrative tasks to support the executive's effectiveness. The scope will encompass multiple leaders from the leadership team and provide support to key team members. The successful candidate will have outstanding professional communication skills and bring a proactive approach to the position.

Requirements

Education: Bachelor's degree preferred.
Experience: Minimum of 8 plus years of experience in an executive assistant or similar role.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Communication Skills: Excellent verbal and written communication skills.
Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
Interpersonal Skills: Ability to interact professionally with all levels of the organization and external partners.
Problem-Solving: Strong problem-solving skills and attention to detail.

Nice To Haves

Experience with SAP, SFDC and Power BI preferred.

Responsibilities

Calendar Management: Schedule and coordinate meetings, appointments, and travel arrangements for executives.
Travel management: Schedule and coordinate travel arrangements, including booking/re-booking travel.
Process expense reports for executives and team members in accurate and timely manner. Understanding of associated compliance policies for travel and expenses. Responsible for collecting receipts, creating the expense report in Concur, uploading documentation and classifying expenses and then submitting the reports on behalf of Manager.
Coordinate Internal & External Meetings: Organize and prepare for meetings, including setting agendas, taking minutes, and following up on action items. Work with the team to set arrangements for physical meetings with internal employees and external customers. This will include booking a meeting location, any food/drinks/snacks needed, sending invitations, and any entertainment activities following the meetings.
Onboarding: Ensure preparations are made for new hires joining the team under your Leaders (N-4 and above). Follow up with Human Resources staff to ensure correct access, equipment and meetings are set up.
Document Preparation: Draft, review, and edit documents, presentations, and reports. Assist in the creation of presentations by researching information, setting expectations, creating a consistent format and finalizing documentation. Thorough understanding of business practices, systems and content is necessary to ensure accurate presentations. May assist in the presentation of information to the service team.
Project Management: Assist with special projects, research, and data analysis as needed.
Point of Contact: Be the point of contact for service team by understanding the key partners in our structure. Know the contact personnel for common issues, IT, HR, Marketing, BU partners
Communication: Prioritize and manage emails, phone calls, and other communications on behalf of the executive.
Office Management: Maintain office supplies, manage office space, and ensure a professional environment
Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.