Administrative Assistant II

SUMMARY

We are seeking a highly organized and proactive Administrative Assistant to support our Vice President in a fast-paced environment. The ideal candidate will be responsible for providing comprehensive administrative support, managing customer care communications, and ensuring smooth day-to-day operations, including managing office needs such as coffee and refreshments.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative Support:

Manage the calendar for the Vice President, including scheduling meetings, appointments, and travel arrangements.

Prepare and edit correspondence, presentations, reports, and other documents as required.

Handle incoming calls, emails, and other communications on behalf of the Vice President.

Organize and maintain the Vice President’s files and records, both digital and physical.

Customer Care:

 Serve as a point of contact for high-level customer inquiries, ensuring that all concerns are addressed promptly and professionally.

 Coordinate with customer care teams to ensure issues are escalated and resolved efficiently.

 Prepare customer-facing communications on behalf of the Vice President, ensuring alignment with company values and standards. If necessary, elevate misalignments to upper management to facilitate expeditious agreements and results.

Meeting Coordination:

Plan, coordinate, and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.

Ensure meeting rooms are prepared with necessary materials, equipment, and refreshments.

Assist with organizing company events, conferences, and off-site meetings.

Assist Sales team with customer visits. i.e. meals, hotels, conference room, and etc.

Office Management:

Manage office supplies, including the procurement and organization of coffee and refreshments for the Vice President and guests.

Act as a liaison with vendors and service providers to ensure the office runs smoothly.

Oversee the maintenance of office equipment and the general office environment.

Communication:

Act as a liaison between the Vice President and internal/external stakeholders.

Handle confidential and sensitive information with discretion and professionalism.

Ensure clear and timely communication across departments and with external partners.

Special Projects:

Assist with special projects and initiatives as directed by the Vice President.

Provide research and support for strategic planning and decision-making processes.

OTHER DUTIES AND RESPONSIBILITIES

• Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.

• Participate in proactive team efforts to achieve departmental and company goals.

• Contribute to building a positive team spirit.
• Communicate effectively with all levels of employees.
• Protect confidential information by not communicating, disclosing to, or using for benefit of 3rd parties.
• Maintain the highest degree of honesty and integrity at all times.
• All other duties as assigned.

KNOWLEDGE, SKILLS & EDUCATION

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience: Bachelor’s degree preferred, and a minimum of 5 years of experience in an administrative assistant role preferably supporting senior management.

Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software, and Word Processing software.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Regularly required to sit and talk or hear. Frequently required to stand and walk. Occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually quiet. Hearing protection may be recommended and/or required in some areas.

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.

Mitsubishi 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.