Administrative Assistant

Administrative Assistant

The Asahi Kasei Group operates with a commitment of creating for tomorrow. Our business sectors, Material, Homes, and Health Care, contribute to the development of society by anticipating the changing needs of those around the world. We look for candidates that offer a fresh perspective and a variety of skills to help us achieve our commitment.

We are seeking an Administrative Assistant that provides high level administrative and operational support to senior leadership and reports directly to the HR Leader. This role is designed for an experienced executive assistant who operates with professionalism, discretion, and sound judgment.

The position partners closely with leadership in the US to ensure effective calendar management, high quality executive communications, presentation review, and seamless coordination of meetings, travel, and logistics for both leadership and visiting stakeholders. The Administrative Assistant is a trusted contributor who anticipates needs, safeguards confidential information, and enhances the overall effectiveness of the leadership function.

Location - Charlotte, NC

Hybrid 4 days in office per week

Executive & Leadership Support

• Provide administrative support to senior leaders, including calendar management, meeting coordination, and schedule optimization
• Act as a key liaison between executives, internal teams, and external partners, ensuring clarity, professionalism, and timely follow-up
• Prepare agendas, presentations, briefing materials, and executive correspondence
• Anticipate leadership needs and proactively resolve scheduling or logistical challenges

Meeting & Communication Management

• Coordinate executive meetings, town halls, leadership offsites, and board-related activities as needed
• Draft, review, and format business communications and reports
• Prepare or review PowerPoints presentations

Travel & Logistics Coordination

• Arrange domestic and international travel for executives, including flights, lodging, ground transportation, visas, and itineraries
• Ensure travel plans are cost-effective, compliant with company policies, and aligned with executive preferences
• Plan, coordinate, and manage corporate events and leadership gatherings of 50+ attendees, including logistics, vendor coordination, venue setup, and on-site execution; support executive visits, leadership events, and company meetings

Office & Operational Coordination

• Coordinate office-related needs tied to executive operations (meeting rooms, supplies, equipment, vendors)
• Support expense tracking and submission in alignment with company policies (no accounting ownership)
• Enter Purchase Orders in Business Central
• Maintain organized digital and document filing systems
• Partner with internal teams (Finance, IT, Facilities) to ensure seamless executive support

Global Collaboration & Process Alignment

• Work closely with other Executive and Administrative Assistants across the IT organization to support and reinforce global policies, standards, and administrative processes
• Ensure consistency in executive support practices, scheduling approaches, travel coordination, and communication norms across regions
• Share best practices and contribute to continuous improvement of administrative workflows within a global, matrixed organization
• Partner with peers to support cross?functional initiatives and leadership activities, ensuring seamless coordination and alignment

SharePoint & M365 Content Management

• Help to maintain and organize IT team sites, document libraries, and intranet pages in SharePoint, ensuring content is current, properly structured, and accessible to global stakeholders
• Support governance of M365 collaboration spaces (Teams channels, SharePoint sites, shared drives), including access management coordination and periodic content reviews
• Keep policy documents and project reference pages up to date in coordination with IT leadership

Onboarding & Org Coordination

• Coordinate logistics for new hire onboarding within the IT organization, including workspace setup, system access requests, equipment provisioning liaison, and orientation scheduling
• Support the cadence of director-level and leadership reviews, including people planning cycles, offsite preparation, and follow-up action tracking

Cross-Regional Meeting Facilitation

• Coordinate recurring and ad-hoc leadership meetings across NA, EU, CN, and AP regions, managing time zone complexity, invitations, pre-read distribution, and meeting room or virtual setup
• Capture meeting notes, action items, and decisions; distribute summaries to participants and track follow-through on assigned actions across leadership forums
• Support logistics coordination for global IT leadership summits and cross-functional governance forums

Qualifications/Requirements

Technical competencies

• Advanced proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams)
• Strong experience reviewing, editing, and formatting executive presentations and leadership materials
• Proven capability in coordinating domestic and international travel, including itineraries, visas, and logistical documentation
• Ability to manage expense reporting and administrative systems in compliance with company policies
• Basic finance acumen, including familiarity with budgets, cost tracking, purchase orders, and invoice processing sufficient to support executive operations
• High level of digital literacy with document management, collaboration platforms, and virtual meeting tools
• Understanding of global operating environments and matrixed organizational structures

Non-technical competencies

• Exceptional organizational skills with the ability to manage multiple priorities simultaneously
• High degree of discretion, confidentiality, and professional integrity
• Strong written and verbal communication skills
• Proactive, anticipatory mindset with a solution-oriented approach
• Ability to work independently while maintaining strong collaboration with global assistant communities
• Adaptability and resilience in a fast?paced, evolving environment
• Cultural awareness and ability to work effectively across regions and functions
• Strong stakeholder management skills, including interaction with senior leaders and external partners
• Exceptional attention to detail in all work products, including communications, scheduling, documentation, and reporting, with a consistent standard of accuracy across both routine and high-visibility tasks

Education /Experience:

• Associate's degree in Business Administration or a related field, or equivalent professional experience
• Minimum of 4+ years of experience in an Executive Assistant or senior administrative support role
• Demonstrated experience supporting senior leadership (VP level or above preferred)
• Proven track record of partnering with other executive assistants to support standardized processes and global policies

The base compensation range for this role is $21.75 - $29.43 per hour. Base Compensation is influenced by many factors including, but not limited to: time in the role, previous experience, skills, knowledge, performance, work requirements, internal equity, and business / economic conditions.

Please note, we will not be providing immigration-related sponsorship now or in the future for this role.

As an equal opportunity employer, Asahi Kasei believes a diverse workforce will provide us with the ability to continuously support the changes in the economy, society, and environment.