Administrative Assistant- HQ

Job Description

HITACHI HIGH-TECH AMERICA, INC.

POSITION DESCRIPTION

POSITION TITLE:              Administrative Assistant    

The ability to read, write, and speak Japanese is preferred; candidates with working knowledge or basic proficiency are acceptable.  
DIV/DEPARTMENT NAME:     (HTA) Corporate HQ
REPORTS TO:                    Assistant Manager, Administrative
POSITION STATUS:             Full-Time
WORK LOCATION:             (1) in Hillsboro, OR and (1) in Dallas, TX
WORK STYLE DESIGNATION:    Onsite           
WORK STYLE REQUIREMENT:  Onsite
FLSA STATUS:                          Non-Exempt
TRAVEL REQUIRED:       Minimal 
POSITIONS SUPERVISED:          None

EXPECTED PAY RANGE: $21.51 to $29.58 Hourly

The pay ranges listed above are for each position’s base pay only.  This position may be eligible for other compensation including incentive pay and/or allowances.  Candidates will receive additional information during the interview and selection process.

POSITION SUMMARY
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.

PRIMARY RESPONSIBILITIES
Major Responsibilities/Activities (List in order of importance the essential functions of the job and the approximate percentage of time spent on each of the activities; describe what must be accomplished, not how it must be done; include supervision or management responsibilities, quality and quantity standards, and % Time (as applicable.)

Scheduling & Meeting Coordination (20%)
•    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.
Event & Travel Logistics (30%)
•    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. 
Onsite Guest & Facilities Support (20%)
•    Coordinate guest registration with the Security team nd 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).
Correspondence, Documentation & Reporting (15%)
•    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.
General Administrative & Clerical Support (15%)
•    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.

EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS
    •    High School diploma or equivalent required; additional college coursework or administrative training preferred. 
    

EXPERIENCE AND TRAVEL REQUIREMENTS

•    Three (3) to five (5) years of similar work experience is preferred.
•    Limited domestic and/or international travel may be required.

SKILLS AND ABILITIES REQUIREMENTS/SAFETY REQUIREMENTS

•    Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.                     
•    The ability to read, write, and speak Japanese is preferred; candidates with working knowledge or basic proficiency are acceptable.    
•    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.  
•    Flexible to work overtime on a limited basis as needed.             
•    Ability to work fully onsite at your designated location. 

Equal Opportunity Employer (EOE)

Hitachi High-Tech America, Inc. is an equal opportunity employer. Hitachi High-Tech America, Inc. is committed to equal employment opportunities for qualified applicants without discrimination on the basis of actual or perceived of race (including traits historically associated with race, such as natural hairstyle), color, national origin, ancestry, religious creed, age, sex, sexual orientation, gender (including gender expression and gender identity), marital status, registered domestic partner status, family status, military and veteran status, domestic violence victim status, medical condition (including genetic characteristics), physical or mental disability, pregnancy, or any other legally protected characteristic or status.

If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to HTA-AccommodationRequests@hitachi-hightech.com