Administrative Assistant

About the Company

The position is responsible for administrative functions in the Power division and for performing a variety of administrative duties.

About the Role

The Administrative Assistant is responsible for supporting the Senior Vice President and other senior management members in the Power division, including managing their business agendas and trip arrangements. This position also acts as one of the main point of contact persons for the Houston (HOU) office for administrative matters and ensures close communication and collaboration with the Admin/HR/IT teams in the HOU Office, as well as cross-cultural support to members in the Power division.

Responsibilities

• Management of Office Services and General Affairs
• Maintains office supplies and ensures the appropriate amount of required inventory.
• Orders additional office supplies and forwards postal mail for the members working from home.
• Review existing vendors, research potential new vendors, communicate, and negotiate contracts for best services and prices.
• Organizes entrance, conference rooms, and the pantry area.
• Updates phone directory as needed.
• Arrange refreshments, catering for lunch and/or dinner for VIP/visitors, and company events.
• Processes office-related invoice payments.
• Manages office services, maintaining, and improving the work environment.
• Coordinates printed materials such as newspapers and magazines.
• Responds to Power Division/HQ mail requests, such as FedEx, mail for expats, and package deliveries.
• Performs document management functions for both physical filing and electronic document storage and supports business teams.
• Provides support to the Senior Administrator for planning and coordinating office activities and events as needed.
• Provide support to the Senior Administrator for IT-related projects and coordinate with IT vendors as needed.
• Provide support and coordination to the Senior Administrator for fire drills, emergency preparedness procedures, etc.
• Work with senior management to ensure that all office functions run smoothly.
• Routine Administrative Duties
• Provide visitor support, such as visitor registration, conference room booking, IT setup, and providing a parking map, etc.
• Serve visitors by greeting, welcoming, and directing them appropriately, and notifying Company personnel of the visitor’s arrival.
• Arrange and coordinate travel schedules and reservations for senior management and other Power Division members as requested.
• Coordinates scheduling meetings and events, making appointments, and communicate with counterparties on behalf of senior management.
• Supports travel arrangements for HQ management and other staff as requested.
• Maintains and updates the client contact list for SVP and VP.
• Arranges the coordination of gifts as requested.
• Create, maintain, and manage the internal group e-mail addresses as required.
• Answers incoming calls, responds to voice messages, and e-mails.
• Assists in the daily office operation as requested.

Qualifications

• Education: Associate degree in Business Administration or equivalent.
• Experience: 3+ years of office administration-related experience.

Required Skills

• Proficiency in MS Office (Outlook including Teams & calendar management, Word, Excel, and PowerPoint); a minimum of two years of experience is a must.
• Analytical, organizational, and reporting skills, and the ability to design custom reports as necessary.
• Time management skills paired with attention to detail.
• Business-level Japanese language skills are a plus, but not mandatory.
• Knowledge of M-Files, SAP Concur, DocuSign, and Work Speed is a plus.

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• Benefits: Fully covered for Family
• 15 paid holiday
• PTO (90 day wait) then 4 weeks
• 410k + 6% match

Equal Opportunity Statement

We are committed to diversity and inclusivity.