Administrative Assistant

Job Type: Location Type: Not Specified

 

Summary:

Provides comprehensive administrative support to the department leaders of the Machinery Division, ensuring projects are completed accurately, efficiently, and on schedule. Responsible for coordinating key administrative activities including correspondence, scheduling, travel arrangements, and documentation, while collaborating across the division to maintain smooth day-to-day operations.

Key Responsibility Areas:

• Coordinate complex travel arrangements (flights, accommodations, ground transportation) for the SVP & General Manager and PRU Managers.
• Prepare and reconcile detailed travel itineraries and expense reports.
• Complete internal applications and documentation for the Investment Committee, group loans, and Board of Director member changes, ensuring compliance with governance rules and III’s internal processes.
• Track, process, and reconcile invoices for the Machinery Division using SAP (Accounts Payable/Receivable).
• Issue invoices and perform budgeting data entry in Hyperion (HFM).
• Maintain organized filing systems (confidential and general) including manuals, records, and electronic files.
• Coordinate and confirm meetings with subsidiaries and affiliates, including BOD-related matters.
• Manage calendars by scheduling, confirming, and coordinating appointments and meetings in collaboration with other Assistants.
• Provide general administrative support, including phone coverage, mail distribution, and office coordination.
• Draft, proofread, and finalize correspondence, memos, and official communications.
• Monitor email correspondence, proactively flagging urgent matters for leaders’ attention.
• Perform additional duties and special projects as assigned.

Qualifications:

• Associate degree or higher preferred.
• 3-5 years of professional administrative experience required.
• Bilingual proficiency in English and Japanese strongly preferred.
• Proficiency with Hyperion (HFM) and SAP, including 1-2 years of experience with SAP Accounts Payable/Receivable.
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Strong organizational skills with meticulous attention to detail and deadline sensitivity.
• Ability to work independently, manage competing priorities, and adapt under pressure.
• Excellent communication skills with discretion in handling sensitive and confidential matters.
• Prior experience supporting an international organization is a plus.