Administrative Assistant｜Japanese energy company

A major Japanese energy company located in White Plains, New York is seeking an Administrative Assistant.

<Job Summary>
The Administrative Assistant role provides comprehensive administrative support within the
Power Division. This position is responsible for a wide range of administrative tasks, including
managing the Senior Vice President’s business calendar and coordinating travel arrangements.
Additionally, the role requires close collaboration with the Administrative Assistant in the Houston
office on administrative matters and maintaining effective communication with the Admin,
HR, IT, and Accounting teams based in HOU.

<Responsibilities>
Management of Office Services and General Affairs
− Maintain office supplies and ensure adequate inventory levels.
− Order additional supplies as needed and distribute incoming mail to team members.
− Keep common areas organized, including the reception, conference rooms, copy room, storage spaces, and pantry.
− Update the reception phone directory as required.
− Process vendor invoices, corporate credit card payments, expense reports, travel budgets, and expense reconciliations for the Senior Vice President.
− Coordinate refreshments and catering for VIP visitors, meetings, and company events.
− Schedule routine maintenance of office equipment with vendors and report outcomes to building management and engineers.
− Handle mail and shipping requests for the Power Division and HQ, including FedEx, expatriate mail, and package deliveries.
− Maintain a clean and safe office environment, including pantry upkeep.
− Research and evaluate potential vendors, compare quotes, and negotiate contracts to ensure quality and cost efficiency.
− Assist the Manager of Administration (Manager) in planning and coordinating office activities and events, such as fire drills and emergency preparedness procedures.
− Work with IT to maintain and troubleshoot office equipment.
− Perform electronic document management as needed
− Respond to ad-hoc tasks and events with sound judgment and creativity, in collaboration with the Manager.

Routine Administrative Duties
− Provide comprehensive visitor support, including registration, conference room
booking, meeting room preparation, IT setup, and parking information.
− Greet, welcome, and direct visitors professionally, ensuring timely notification to relevant team members.
− Coordinate travel arrangements for SVP and other Power Division team members as needed.
− Serve as a communication hub between colleagues, vendors, and business partners; schedule appointments and deliver courteous assistance via phone and email.
− Support Headquarters visitors and VIPs by arranging transportation and restaurant reservations when required.
− Answer incoming calls to the main line and respond to voicemail inquiries by liaising with appropriate internal contacts.
− Prepare quarterly Internal Group Service reports by collecting and consolidating data from all NY employees.
− Organize holiday gift arrangements for business partners.

<Requirements>
− Associate degree in Business Administration or equivalent.
−Minimum of 5 years of experience in office administration or a related field.
− Prior experience working in a multicultural office environment is highly desirable.
− Proficiency in Microsoft Office Suite, including Outlook, Teams, and calendar management.
− Intermediate-level expertise in Word, Excel, and PowerPoint, with strong skills in formulas and data visualization (charts/graphs).
− Strong planning, analytical, organizational, and reporting abilities with a proactive approach.
− Ability to manage and prioritize multiple tasks efficiently, meet deadlines, and maintain accuracy and integrity.
− Familiarity with SAP Concur, DocuSign, and AI tools is a strong plus.
− Excellent written communication skills, including clear and grammatically correct business email composition.
− Professional verbal communication skills in English, with active listening, appropriate tone, and a polished demeanor in phone calls, meetings, and client interactions.
− Adaptability to learn new office software and systems quickly.
− Customer service-oriented mindset with a focus on supporting colleagues and clients.
− Demonstrated accountability, awareness of expectations, and commitment to high standards.
− Business-level Japanese language proficiency is a plus
− Strong ability to build and maintain positive and harmonious relationships with colleagues, vendors, and clients.
− Skilled at managing stress effectively under time constraints and heavy workloads.
− Demonstrates tact, cultural sensitivity, and adaptability in a diverse work environment.
− Willingness to work minimal overtime when necessary.

【Keywords】
①Office administration
②Office Operations
③General Affairs、Administrative Coordination