Administrative Assistant

Job Type: Location Type: On-site

 

Company Profile:

Sumitomo Corporation of Americas (SCOA) is an integrated global trading company active in a range of commercial ventures. It imports and exports raw materials, and goods and has diversified activities in businesses throughout the Americas. These activities include investments and financing, coordination and operation of urban and industrial infrastructure projects, providing transportation and logistics services, developing natural resources, distribution of steel and other products, and developing and managing real estate. SCOA is the largest subsidiary of Sumitomo Corporation (SC), one of Japan’s major integrated trading and investment business enterprises with operations in a wide array of businesses, organized into seven industry focused segments, Energy, Automotive, Social Infrastructure, Agri-Food & Life Science, Construction & Transportation, Real Estate, Mineral Resources, and Energy Innovation Initiatives. Visit www.sumitomocorp.com and www.sumitomocorpofamericas.com for more information.

Job Summary:

The Administrative Assistant provides administrative support to the business teams in dual capacity supporting EIIA Division as well as Energy Group. This role ensures smooth daily operations through calendar management, travel coordination, expense reporting, and internal system support. The position also assists with onboarding, corporate events, reporting, and administrative support for a consolidated company. Strong organizational and communication skills are essential for success in this fast-paced, detail-oriented role.

Duties/Responsibilities:

• Provide overall administrative support to department(s) and business groups.
• Assist with a variety of document preparation and correspondence for the department and management staff.
• Process various accounting tasks such as handling invoices and payment requests, submitting and reconciling expense reports and reimbursements as well as monitoring / review of expenses for department to ensure compliance to company rules and submission deadlines.
• Handle travel and lodging arrangements for internal employees as requested.
• Responsible for data entry in applicable systems, exporting, formatting, and sharing of reports as requested.
• Maintaining department files as well as sorting and distributing incoming correspondence.
• Provide logistical and administrative support for internal groups and external visitors, including meeting room reservations, greetings, IT setup, accommodations, ground transportation, and preparation of welcome kits.
• Prepare and submit expense reports using the Concur Expense System.
• Submit various requests through PEGA, such as meal and golf approvals, user/equipment access, vendor registrations, and membership transfers.
• Manage and update internal contact lists, including mailing lists and telephone directories for relevant business groups.
• Conduct biannual system user ID reviews and recertifications for platforms such as SAP.
• Support team members with ad hoc administrative inquiries and tasks.
• Draft and format correspondence, reports, presentations, and other documents, including business letters, greeting cards, and communications using MS Word, Excel, and PowerPoint.
• Complete other tasks and projects as assigned.
• Support the business groups during budget planning process and assist in monitoring results.
• Support trade operations (export, import, and domestic) by assisting with payment processing and fund receipt.
• Communicate (e-mail, call) with colleagues in Tokyo for administrative matters.

Job Specific Knowledge/Skills & Abilities

• Working knowledge of administrative practices, travel coordination, and expense reporting
• Proficiency in internal systems such as SAP, Concur, and PEGA
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience in organizational, time management, and multitasking abilities
• Attention to detail with strong document preparation and data accuracy
• Professional discretion in handling confidential and sensitive information
• Effective verbal and written communication skills
• Ability to manage complex calendars and coordinate schedules
• Strong interpersonal skills with the ability to work cross-functionally and independently
• Familiarity with Japanese business culture and etiquette (preferred)
• Fluent Japanese communication (speaking / reading, writing)

• Some knowledge and understanding around business financials or budgets is preferred.

Education, Certification and Experience:

• High School Diploma or equivalent.
• Minimum 3 years’ experience providing administrative support.

Physical Requirements:

• Office work environment, sitting sedentary at desk.
• May occasionally lift up to 20 lbs. with no assistance.

Equal Employment Opportunity Policy Statement:

Sumitomo Corporation of Americas (SCOA) is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Sumitomo are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Sumitomo will not tolerate discrimination or harassment based on any of these characteristics.