Administrative Assistant III

Mitsubishi Heavy Industries America, Inc. (MHIA) is looking for an Administrative Assistant III to support our Investment & Business Development/Energy Transition Division.  This is a hybrid position out of our Houston, TX Office.

SCOPE:

Be part of Mission Net Zero through our group products, technologies, and services that help reduce CO2 emissions, as well as new solutions and innovation to be developed with partners around the world, Mitsubishi Heavy Industries Group will contribute to realizing net zero emissions for the world. 

The Administrative Assistant is essential in supporting MHIA Investment and Business Department / Energy Transition Division by undertaking a comprehensive suite of administrative, accounting, and operational duties. This position is also responsible for providing supports to expats, managing company records, handling correspondence, preparing reports, coordinating meetings and other administrative tasks to ensure all operations function properly

JOB RESPONSIBILITIES:

Administrative Support:

• Coordinate business meetings and schedules including meeting room arrangements.
• Assist staff members and visitors with travel arrangements (both international and domestic).
• Meals (delivery and restaurant booking) arrangement related to the visitors and events.
• Receive calls, packages, mail, and other deliveries.
• Provide expense processing support using Concur and CORA.
• Create approval requests for entertainment (RAO’s).
• Support entrance and logistic arrangement and coordination of the office visit with the visitors
• Greet guests and notify appropriate party of their arrival.
• Support visitors with lodging and related arrangements.
• Create and maintain office documents, spreadsheets and presentations as instructed. (ex. Updating organization chart for the Divisions etc.)
• Transmit and receive documents both hard copy and digital data as instructed.
• Handle the copying and filing of documents.
• Assist with planning and executing company events.
• Assist the logistics for the company sponsoring/non-sponsoring conferences and exhibitions.
• Other duties as assigned.

Personnel (Expatriate Associates & Project Members)

• Provide support to MHI expats and project members (long term business trip) by facilitating the following:
• Relocation assistance includes the arrangement of housing and transportation (rental car, Limo). Guide expatriate associates in the process of obtaining SSN.
• Provide necessary support for long term business trip associates from Japan.
• Provision of IT equipment and corporate credit cards.
• In collaboration with MHIA’s HR team handle expatriate associate registration, onboarding and offboarding processes.
• Ensure expatriate associates fill required onboarding documents (employee confidentiality agreement, IP agreement, personal tax documents).
• Serve as point of contact to expatriate associates and provide continuous support to project members as needed.
• Maintain associate’s list and their emergency contacts.

QUALIFICATIONS & SKILLS

• Education Requirement: High School diploma. Associate’s degree in business or related field preferred.
• Experience: At least 4 years of experience in office administration or similar administrative role.
• Any special skills/training/certifications:
  • Proficient in Microsoft Office Programs (PowerPoint, Word, Excel, and Outlook)
  • Excellent communication and interpersonal skills
  • Superior organizational skills, and problem-solving abilities.
  • Japanese bi-lingual preferred.

WORKING CONDITIONS:

• Travel%: Minimum travel required.
• Weekend/late night work if applicable: Minimum.
• Lifting/physical requirements: Regularly required to sit for long period, stand, walk, talk and/or hear. Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Why Should You Apply?

• Excellent Benefits (Medical, Dental, Vision & 401K Matching)
• Excellent growth and advancement opportunities
• Tuition reimbursement and on-the-job training
• Paid vacation, sick time and holidays
• Committed to quality product and services
• Great working environment and culture
• Employee Appreciation Programs and Events

MHIA is an Equal Employment Opportunity (EEO) employer actively seeking to diversify the workforce and is committed to a policy of equal employment opportunity. Therefore, all qualified applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status or any other legally recognized protected basis under applicable law, are strongly encouraged to apply.

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