Administrative Assistant- HQ

Location: Dallas, Texas, United States Company Name: HITACHI HIGH-TECH AMERICA, INC. Profession (Job Category): Administration & Facilities Job Schedule: Full time Remote: No POSITION DESCRIPTION POSITION TITLE: Administrative Assistant The ability to read, write, and speak Japanese is preferred; candidates with working knowledge or basic proficiency are acceptable. DIV/DEPARTMENT NAME: (HTA) Corporate HQ REPORTS TO: Assistant Manager, Administrative POSITION STATUS: Full-Time WORK LOCATION: (1) in Hillsboro, OR and (1) in Dallas, TX WORK STYLE DESIGNATION: Onsite WORK STYLE REQUIREMENT: Onsite FLSA STATUS: Non-Exempt TRAVEL REQUIRED: Minimal POSITIONS SUPERVISED: None EXPECTED PAY RANGE: $21.51 to $29.58 Hourly The pay ranges listed above are for each position's base pay only. This position may be eligible for other compensation including incentive pay and/or allowances. Candidates will receive additional information during the interview and selection process. POSITION SUMMARY The Administrative Assistant provides administrative, clerical and logistical support to the Senior Executive Assistant, executive leadership team, Division VP/GMs, and local functional teams within DLS and NCP. Responsibilities include assisting with scheduling, event coordination, travel arrangements, document preparation and onsite guest support. The ideal candidate will be highly organized, proactive, and have the ability to manage multiple priorities in a fast-paced environment while ensuring seamless communication and providing responsive administrative support across all levels of the organization. PRIMARY RESPONSIBILITIES Scheduling & Meeting Coordination (20%) Assist with scheduling internal and external meetings for the executive leadership team, Division VP/GMs and local functional teams. Reserve meeting rooms and distribute Outlook calendar invitations to required attendees. Prioritize coordination of scheduling requests and communicate meeting updates to help ensure smooth meetings and event logistics. Event & Travel Logistics (30%) Assist with coordinating logistics for executive meetings (e.g., onsite budget meetings, internal audits) and division-hosted events (e.g., trade shows, customer engagements). Responsibilities include arranging hotel accommodations, transportation, meeting venues, catering, and dining reservations; maintaining accurate and up-to-date travel itineraries; and supporting coordination efforts with internal teams and external vendors. Provide onsite administrative support during meetings and events, including travel as needed. Coordinate with local employees, vendors, or customers to support meeting and event logistics offsite activities. Onsite Guest & Facilities Support (20%) Coordinate guest registration with the Security team nd pre-registering visitors in advance. Greet and escort guests to meeting rooms and notify the appropriate hosts upon arrival. Prepare meeting rooms with beverages and snacks as needed; order catering and stocking refreshments and resetting meeting rooms after use. Coordinate with the IT team to support meeting connectivity and audiovisual setup requirements. Collaborate with General Affairs (GA) to support meeting and event preparation activities as needed. Provide administrative support as needed for onsite meetings and events hosted by divisions and special groups. Arrange third-party services for the executives as needed (e.g., notary services). Correspondence, Documentation & Reporting (15%) Assist with preparing, organizing and coordinating special correspondence, reports, presentation materials and other documents for executives as requested. Maintain organized file management and division records. Support general office administrative functions, including managing division office supplies and incoming/outgoing mail. General Administrative & Clerical Support (15%) Act as liaison between executives, division managers, and department staff. Provide clerical support to relieve division managers and staff of administrative details. Provide communication support, including translation assistance as needed. Screen and prioritize emails. Support visa/passport documentation processes as needed. Prepare and process travel expense reporting. Assist with special administrative projects as directed. Provide administrative support to various functional areas of the company based on business need. EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS - High School diploma or equivalent required; additi #J-18808-Ljbffr hitachi