Executive Administrator

Mitsubishi Power Americas, Inc. in Orlando, FL, is looking for an Executive Administrator.

 

 

Summary

 

The Executive Administrator will provide a variety of administrative duties for the Sr. Vice President (SVP) of Power Generation Services and staff. Able to work under pressure with short deadlines and adapt to rapid change required.  Must be able to always maintain the highest level of confidentiality and creditability.

 

Essential Duties & Responsibilities

 

• Support executives with day-to-day operational planning needs.
• Global liaison between headquarters, senior management, and other team members as needed.
• Draft, process, revise and transmit correspondence including letters, emails and reports from rough draft and verbal instructions.
• Able to react quickly to changes, demand and proactively determine needs to keep track of SVP and VPs.
• Maintain schedule and organization for SVP; (Manage calendar, screen incoming calls and exercise good judgment to interpret requests and distribute appropriately). 
• Carry out special projects as assigned (company activities – offsite meetings, quarterly lunches, and special events:  dedication celebration, holiday party).
• Handle all matters with confidentiality and discretion.
• Relay and resolve routine telephone or walk-up inquiries. 
• Promote a cooperative spirit within the organization and among internal team and external customers.
• Organize and maintains file system, and files correspondence and other records.

• Arranges and coordinates travel schedules and reservations for executives and executive staff minimizing executive’s time away from the office.
• Periodically conduct research and prepare reports as needed; conserve executive’s time by reading, researching, and routing correspondence; drafting emails, letters, and documents.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepares facilities, and records and transcribes minutes of meetings.
• Conference Room Meeting Set-up: inspect before meeting, refill cooler with drinks, prepare coffee as needed, snacks, IT Support, etc.
• Ordering Lunches/Snacks for large Meetings.
• Maintain meetings' refreshments Inventory.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Arrange office Seasonal Decorations as well publish monthly employee B-Day List
• Partnering with Employee Engagement on Monthly Team Events
• Conference Room Management including reservation requests and supporting PGS team members to relocate meetings when needed to accommodate urgent/VIP meetings
• MPW Org Chart Maintenance
• Building Office Modification and maintenance coordination with facilities team by using SAP ticket request
• Ensure front desk coverage
• Create basic power points and flyers when needed
• Cubicle Assignment Maintenance

• Perform other such duties as may be required.

 

Other Duties & 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 subordinates and management at all levels.
• Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
• Comply with all company policies and procedures.
• Always maintain the highest degree of honesty and integrity.

 

 

Knowledge, Skills, & Education

 

• Education and/or Experience: Associate Degree (AA) or equivalent from two-year college or technical school; or six years related experience and/or training; or equivalent combination of education and experience.

• 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 solve practical problems and deal with a variety of concrete variabl