Sr Administrative Assistant

Sr Administrative Assistant

Provide administrative support services to CMA Executives, General Affairs, business travelers, expatriates and dispatch members. Serve in a bilingual (English/Japanese) capacity as duties dictate.

Greet visitors and inform appropriate employee of arrival. Maintain log of visitor arrivals and departures and issue visitor passes. Answer telephone; screen and route calls to appropriate party. Receive, sort and distribute incoming mail.

Focal for the charity events for local schools.

Duties and Responsibilities

• Greet and direct visitors in a professional manner. Maintain log of visitor arrivals and departures and issue appropriate visitor pass. Maintain visitor welcome board and coordinate with guard to prepare for guest arrival as necessary.
• Maintain database of required visitor documentation including Export Screening and ensure compliance with outlined procedures prior to allowing visitor to proceed beyond lobby area.
• Answer incoming calls promptly and professionally and route calls to appropriate party.
• Receive, sort and distribute incoming mail. Collect, verify proper preparation and send outgoing mail and parcels as requested. Weigh and assign postage for all outgoing mail by utilizing provided postage scale and meter equipment.
• Accept deliveries of materials to the office and notify appropriate department in a timely manner.
• Maintain visitor information electronic calendar.

Act as administration building conference room coordinator by posting daily room schedules, resolving reservation conflicts and maintaining necessary conference room supplies.

Maintain reception desk and lobby area in a clean, orderly fashion.

• Assist in the relocation of Japanese expatriates and their families including providing assistance with obtaining social security cards, banking accounts ad drivers licenses as needed.
• Coordinate housing needs and provide interpretive service as needed for Japanese expatriates, including guests.
• Track and verify visa validity, immigration status, and assignment end dates for Japanese expatriate employees to ensure continued legal residency and work authorization in the United States.
• Provide administrative and confidential support services to the VPs.
• Administrator of Concur, on line Travel System. Update all information regarding approved managers as needed and act as a focal point of travel agencies.
• Administrator of CMA Shop and Toray/CMA logo guideline and product
• Work with others to achieve an atmosphere of teamwork and continuous improvement.
• Back up for administrator of corporate web site.
• Provide support and assistance with planning and executing company-wide events.
• Attend Safety Committee monthly and report to GA meeting.
• Focal for the charity events for local schools
• Assist with support of corporate social responsibility programs for Japanese community, the local community and State of Washington.
• Input maintenance work orders for equipment and facility repair as requested.
• This job description in no way implies that these are the only duties to be performed by the Associate. At all times Associates will be required to follow instructions and to perform any other duties within this or a higher/lower level job upon request of the supervisor.

Skills and Specifications

• Bilingual communication skills in English and Japanese, with a strong understanding of Japanese business culture and professional etiquette.
• Administrative or secretarial experience preferred, particularly within a Japanese business environment.
• Demonstrates honesty, integrity, professionalism, and accountability.
• Strong interpersonal and customer service skills, with the ability to build positive relationships across all levels of the organization.
• Team-oriented and collaborative, with a positive attitude and willingness to support colleagues and shared goals.
• Dependable, adaptable, and capable of managing priorities, schedules, and changing business needs effectively.
• Strong organizational, problem-solving, and time-management skills, with a commitment to delivering high-quality work.
• Job tasks are carried out in an environment that consists of recurring work situations with rare variations from the norm. Job assignments usually involve a low degree of complexity or difficulty. The majority of job functions or responsibilities are defined. Errors in work or judgment can cause minimal disruption.

Education and Qualifications

• High school degree or GED required.
• Minimum of three years office support experience required.
• Bilingual (English/Japanese) Required.
• Personal computer experience in Microsoft applications such as Outlook, Word and Excel, required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Job tasks are usually performed in an office environment.

Position requires the ability to read, write, speak and understand English at a level necessary to successfully perform assigned responsibilities. Ability to utilize/operate a computer, peripheral equipment and appropriate software. Ability to enter data in a timely and accurate manner. Ability to utilize interpersonal and teamwork skills, follow directions and to understand and apply work specifications in the completion of work tasks. The ability to hear, speak, use hands/fingers and the repetitive motions of hands/wrists are occasional. Ability to occasionally lift 10 pounds. Vision abilities require the adjustment and focus of sight.

Health Benefit Coverage starts the first day of the month after hire date.

• Medical and RX- Regence Blue Cross of Rhode Island (Gold, Silver, HSA)
• Vision Coverage- VSP
• Dental Coverage – Delta Dental of Rhode Island
• Flexible Spending Accounts (FSA)
• 80 Hours of Vacation Time Off annually (additional hours awarded after 3 years)
• 64 Hours of Personal Time Off annually
• 3 Paid Floating Holidays
• 8 Paid Company Recognized Holidays
• Life Insurance- pays your beneficiary twice your annual salary
• Accidental Death & Dismemberment Insurance- pays your beneficiary twice your annual salary
• Short/Long Term Disability
• Voluntary Supplemental Life Insurance
• Toray Corporate Perks
• John Hancock 401K –CMA matches 50% of first 8% of your contribution
• Service Awards @ 3, 5, 10, 15, 20, 25 and 30 years
• Recognition Awards
• Annual Discretionary Bonus Program

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.