Corporate Administrative Assistant

Company Description

Hitachi Solutions is a global Microsoft solutions integrator passionate about developing and delivering industry-focused solutions that support our clients to deliver on their business transformation goals. Our industry focus, expertise, and intellectual property is what truly sets us apart.  We have earned, and continue to maintain, a strategic relationship with Microsoft.  Recognized for our achievements - teaming with our clients to deliver innovative digital solutions and services - is how we have achieved year after year recognition.

As their trusted advisor, we support our clients to deliver on their strategic business initiatives as they unify, automate, and modernize their data and operations to increase efficiency, reduce costs, and enhance their customer’s experience. Our over 3,000 team members across 14 countries, and our 18 years of 100% focus on Microsoft technologies and business applications, is how we deliver excellence through expert services and industry-focused cloud solutions.  

A part of Hitachi, Ltd., our company has a long and rich history of innovation, financial strength, and international presence of one of the world’s largest companies. Since 1910, Hitachi, Ltd. has been a leader in manufacturing innovative products and solutions that support industry and social infrastructure around the globe supported by 303,000 employees in over 100 countries and across 864 companies.

Job Description

Provide comprehensive administrative support to the Corporate Team, ensuring efficient day-to-day operations across Executive, Finance, Office Management, and HR functions.

This position is responsible for supporting the daily administrative operations of the Corporate team. Key responsibilities include, but are not limited to:

Executive Office Support

Organize and schedule meetings, including conference room booking and preparation

Coordinate executive events and corporate meetings

Arrange business travel for executives: flight, hotel, transportation, and activities

Support HQ executive visits: book transportation, hotel, restaurants, and activities, prepare refreshments

Assist in research, booking, and coordination for offsite events and meetings

Take meeting minutes, maintain corporate records, and perform document filing

Support general administrative tasks assigned by executive management

Office Management

Front Desk Duties: Greet and assist visitors, manage visitor log and guest badges

Receive and distribute incoming deliveries

Maintain office cleanliness and organization

Oversee kitchen upkeep, including loading/unloading dishwasher, maintaining coffee machines, and ensuring cleanliness

Replenish office snacks and beverages

Ordering supplies, managing inventories, and ensuring office equipment is maintained

Coordinate with vendors for office issues: janitorial, handyman, lighting, HVAC, plumbing

Prepare and distribute parking validations

Maintain cubicle name signage and gym form submissions

Arrange catering service

Handle shipping arrangements (e.g., FedEx) and create shipping labels

Finance Team Administrative Support

Check mailbox and distribute mail

Visit bank to deposit checks

Generate checks using accounting software

Scan and file finance documents

Prepare and label envelopes for mailing

Perform annual inventory and physical count

HR Support

HR-related administrative tasks, including preparation for new expats, such as ordering business cards and arranging mobile phones

May work on other tasks and projects as assigned

Qualifications

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

Experience: A minimum of 2+ years in an administrative or office support role. Experience supporting senior leadership is highly preferred.

Technical Skills: Proficiency in MS Word, Excel, PowerPoint, Outlook, and web-based applications. Knowledge of office management software and tools is a plus.

Communication Skills: Exceptional verbal and written communication skills, with the ability to engage with a diverse group of individuals.

Organizational Skills: Strong organizational skills, with the ability to prioritize tasks and manage time effectively in a fast-paced environment.

Attention to Detail: Demonstrated ability to work with a high level of accuracy while managing multiple tasks.

Adaptability: Ability to thrive in an ever-changing environment and adjust quickly to shifting priorities.

Confidentiality: Proven ability to handle s