HERE

Administrative Assistant III

Job Locations JP-Yokohama
Requisition ID
2018-19684
Category
Administrative/Business Suppor

Overview

The Admin Assistant is responsible for supporting the VP for Automotive Sales ( APAC)  in several key areas including but not limited to; reporting, analysis, planning, process improvement and daily administrative support . The key objective of this role is to enable the VP  to effectively and in a timely manner plan the future strategy for the Central Asia region as well as centrally manage administrative tasks for the team.

Responsibilities

  • Administrative support to the Vice President and Regional Head of Sales , which shall include but not be limited to making travel arrangements, managing calendars, organizing meeting schedules, supporting customer/partner visits etc
  • Support general office administration which shall include but not be limited to preparation of office supplies, equipment maintenance, correspondence, reports and copying, faxing and couriering documents etc
  • Plan, book and execute regular events (Sales management meetings, executive hospitality events etc). Coordinate office team outings and employee appreciation functions as required.
  • Maintain pertinent records and files and support for report generation.
  • Production and tracking of purchase requisitions/orders/invoices as required. Make sure potential contractors and paid on time. Follow up and clarifications as needed.
  • Assist Executive(s) in the creation and tracking of expense reports. Submit and approve timesheets on behalf of Executive(s).
  • Assist in preparation of presentations, status reports and training materials.
  • Regular contact and coordination with other Departments, including those located overseas.
  • Effective and courteous communication via e-mail, letters, phone calls on behalf of the Executive(s).
  • Make on-going contributions to the development of departmental efficiencies. Involvement in project and ad hoc activities where appropriate. Assist Executive(s) in duties as assigned.

 

Qualifications

  • Min High school diploma or equivalent combination of education and relevant work experience
  • Min three (3) years of relevant experience. Experience working with Senior Management.
  • Demonstrates knowledge of general office practices, policies and principles.
  • Good communication skills, both oral and written.
  • Attention to detail, drive and ability to work independently.
  • Proven interpersonal and human relations skills and ability to work with a wide variety of internal and external stakeholders.
  • Proficiency with MS Windows products and basic IT
  • Bilingual skills ( written and spoken) in Japanese and English

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