Executive Secretarial Support

Overview

Join to apply for the Executive Secretarial Support role at Hitachi Energy.

The opportunity is to support an individual executive or a small number of executives in their day-to-day office activities, including obtaining and organizing information for use in conferences, speeches, and reports as requested by the executive. Responsibilities include editing, proofing, formatting, document design/production, form filling, and data entry; scheduling/coordinating meetings, diaries, and travel arrangements; receiving/relaying telephone messages from internal and external sources, and managing the time and interactions executives have with internal and external sources. This role typically handles confidential business and personnel information.

Responsibilities

• Organizing and servicing meetings (producing agendas and taking minutes).
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients and logging or processing bills or expenses.
• Acting as a receptionist and/or meeting and greeting clients and directing visitors to the appropriate departments or individuals.
• Answering telephones and responding to inquiries via telephone or email; booking meeting rooms, setting up conference calls, and taking messages and minutes during meetings.
• Performing general administrative tasks, including filing, photocopying, writing emails, memos and letters.
• Implementing and/or developing office procedures and record systems; managing database entry and client files; ordering and maintaining supplies; documenting financial information.
• Organizing and distributing messages; arranging travel and preparing outgoing correspondence.
• Maintaining confidential department files/records; performing routine bookkeeping tasks; assisting with presentations and reports.
• Ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy core values of safety and integrity, taking responsibility for your actions while caring for colleagues and the business.

Qualifications

• A bachelor's degree in business administration or related field.
• 5+ years of experience.
• Good communication, customer service and relationship-building skills.
• Teamworking, organization, and time management skills.
• Attention to detail, negotiation skills, assertiveness, flexibility, tact, discretion and diplomacy.
• Proactive initiative: ability to see what needs doing and act on it.
• Proficiency with standard software packages (e.g., Microsoft Office) and the ability to learn bespoke packages if required.
• Proficiency in both spoken and written English.

About Hitachi Energy

Hitachi Energy is a global technology leader in electrification, powering a sustainable energy future through innovative power grid technologies with digital at the core. With over a century of pioneering mission-critical technologies and a presence in 60 countries, we employ over 50,000 people and generate revenues of around $16 billion USD.

Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative
• Industries: Appliances, Electrical and Electronics Manufacturing; IT Services and IT Consulting

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