Executive Assistant

About the Role

Hitachi is seeking an Executive Assistant to provide comprehensive support to one or more executives. This full-time role involves managing day-to-day office activities and handling confidential business and personnel information. The ideal candidate will have 5-10 years of experience in a similar capacity.

Key Responsibilities

• Obtain and organize information for conferences, speeches, and reports as requested by executives.
• Perform editing, proofreading, formatting, document design/production, form filling, and data entry tasks.
• Schedule and coordinate meetings, manage diaries, and arrange travel.
• Receive and relay telephone messages from internal and external sources.
• Manage executive time and interactions with internal and external contacts.
• Organize and service meetings, including producing agendas and taking minutes.
• Prioritize workloads and implement new procedures and administrative systems.
• Liaise with relevant organizations and clients, and log or process bills and expenses.
• Act as a receptionist, meeting and greeting clients and visitors, and directing them to appropriate departments or individuals.
• Answer telephones and respond to inquiries via telephone or email.
• Book meeting rooms, set up conference calls, and take messages and minutes during meetings.
• Perform administrative tasks such as filing, photocopying, writing emails, memos, and letters.
• Implement and/or develop office procedures and record systems.
• Manage database entry and client files.
• Order and maintain supplies, and document financial information.
• Organize and distribute messages.
• Make and confirm travel arrangements.
• Prepare and mail outgoing correspondence.
• Maintain confidential department files and records.
• Perform routine bookkeeping tasks and assist with presentations and reports.
• Ensure compliance with applicable external and internal regulations, procedures, and guidelines.
• Uphold Hitachi Energy's core values of safety and integrity, taking responsibility for actions and caring for colleagues and the business.

Required Qualifications and Skills

• Proven ability to be proactive and use initiative to identify and complete necessary tasks.
• Proficiency in standard software packages, including Microsoft Office.
• Aptitude to learn bespoke software packages as required.

Experience

Candidates should possess 5-10 years of relevant experience in an executive assistant or similar administrative support role.