Administrative Coordinator

TITLE: Administrative Coordinator DEPARTMENTS: Corporate Planning and NY Legal & Compliance Department ("NYLCD") LOCATION: New York SUMMARY OF POSITION: This position is responsible for providing secretarial and administrative support primarily to the executive officers (Chief Finance Officer, Chief Administrative Officer, and/or, as time permits, Senior General Manager for business divisions). In addition, this position will provide administrative support to NYLCD. Fluency in Japanese: speak/read/write. ESSENTIAL FUNCTIONS: Provide advanced, bilingual secretarial support by maintaining schedules, making appointments, making travel and entertainment arrangements, processing expenses and coordinating guests' registrations and communicate schedule to all parties involved. Prepare or complete various reports, presentations, surveys and correspondences of a moderately complex and confidential nature. Answer and screen telephone calls, handle inquires, take messages and route calls to the appropriate persons and respond to requests for information. Issue invoices, process account payables/account receivables/allocations/amortization and vendor code applications for the NYLCD. Monitor and check the miscellaneous ledger and investigate entries as needed. Assist in coordinating board/executive/management meetings by checking participating board members/executives' schedule, arranging refreshments for the meeting, organizing business dinner and reception, booking hotels and limo/car services for participants, and preparing meeting documents. Fill in to support Executive Assistant's tasks during her absence. Assist NYLCD to capture and report data on the volume of work assigned to NYLCD using internal tools or external resources. Order and maintain office supplies, maintain files, answer routine correspondence and respond to requests for information. Contributes to team efforts by accomplishing related results as needed. EDUCATION, EXPERIENCE AND SKILLS REQUIRED: Strong verbal and written communication skills, plus ability to interact with all levels of management in a fast-paced environment. Fluency in Japanese: speak/read/write. Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint). Demonstrate a cooperative attitude, interpersonal and communication skills with clients and coworkers. Demonstrate flexibility and the ability to work as a member of a team. Good decision-making and problem-solving skills. Good analytical skills with attention to detail and accuracy required. Ability to work on multiple projects simultaneously required.