Executive Assistant, Office of the CEO

Mitsubishi Heavy Industries America, Inc. (MHIA) is looking for an Executive Assistant, Office of the CEO to join our team. This is an onsite role based out of our Houston, TX office in the Galleria District.

 

ABOUT MITSUBISHI HEAVY INDUSTRIES AMERICA, INC. (MHIA):

For over 130 years Mitsubishi Heavy Industries (MHI) Group’s innovative and integrated solutions have demonstrated our commitment to creating a positive social impact around the globe. Our range of products and services are tailored to meet our customers’ evolving needs across the commercial aviation, energy, transportation and infrastructure, machinery, defense and space systems sectors.

 

Our culture embraces diversity and cooperation, and we promote a healthy balance of professional and personal development, ensuring that your ideas and expertise are valued and respected.

 

SCOPE:

The Executive Assistant, Office of the CEO, Corporate Administration (CA), provides comprehensive support to the President and Regional Representative, under the direction of the Manager, Office of the CEO. This role is responsible for managing correspondence, preparing reports, coordinating meetings, and supporting executive functions under the direction of the Manager, Office of the CEO. The position requires a high level of confidentiality, professionalism, and organizational skills to facilitate effective, efficient operations.

 

JOB RESPONSIBILITIES

• Maintain strict confidentiality and discretion in all matters.
• Deliver accurate, timely, and efficient administrative support to Senior Executives, including:
  • Arrange meetings, travel, and transportation.
  • Manage business-related reservations.
  • Coordinate and facilitate essential staff meetings, all-hands, vendor discussions, and customer presentations.
  • Conduct research and information gathering on behalf of the executive and prepare summaries and reports.
• Assist in managing the schedule for the President and the Regional Representative by handling their calendar, screening incoming calls, and exercising good judgment to interpret requests and distribute them appropriately.
• Process expense settlements promptly for the President and Regional Representative.
• Assist with company events hosted by the President or Regional Representative, working with relevant corporate departments.
• Prepare and handle outgoing mail and correspondence as directed.
• Respond to routine phone and in-person questions, forwarding and resolving issues as needed.
• Organize and maintain business cards, data, files, correspondence, and other records on the file server.
• Notify office/building personnel of expected visitors to senior executives; register, escort, and assist visitors during their visit.
• Actively engage in team efforts to reach departmental and company goals.
• Foster a positive team spirit and encourage a collaborative work enviornment.
• Communicate effectively with colleagues and management at all levels.
• Protect confidential information by avoiding unauthorized communication, disclosure, or use for the advantage of third parties.
• Always maintain the highest standards of honesty and integrity.
• Perform additional related duties as assigned.

 

QUALIFICATIONS & SKILLS

• Education Requirement: Associate degree required; or an equivalent combination of education and experience
• Experience: Minimum of three (3) years in an administrative role or similar position
• Strong attention to detail and ability to handle multiple priorities at once.
• Excellent verbal, written, and interpersonal communication skills.
• Proactive, reliable, and collaborative.
• Preferred Qualifications:
  • Prior experience in an administrative support role within Japanese companies is preferred.
  • Bilingual proficiency in English and Japanese is preferred.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with SAP Concur is desirable.

 

WORKING CONDITIONS:

• Travel: Up to 10%
• Standard Monday through Friday work week.
• Occasional weekend or evening work may be required.
• Lifting/physical requirements: Frequently required to sit for long periods, stand, walk, talk, and hear. Often lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.