Corporate Administrative Assistant

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Hitachi Solutions

Corporate Administrative Assistant

Irvine, CA
Full Time
Paid
  • Responsibilities

    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

    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 sensitive information with discretion and professionalism.

    Language Skills: Japanese language proficiency (both spoken and written)

    Additional Information

    Base Salary Pay Range: $53,000.00 - $73,000.00 USD*

    *The current applicable Base Salary Pay Range for this role is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills relevant to the role, internal equity, alignment with market data, or other law.

    We are an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

    NOTE: YOU MUST BE A US CITIZEN OR ABLE TO WORK WITHIN THE UNITED STATES WITHOUT SPONSORSHIP.

    Other Compensation / Benefit Overview

    In addition to Base Salary, the successful candidate may be eligible to participate in the following plans / programs, upon satisfying all hiring requirements:

    • Bonus Plan

    • Medical, Dental and Vision Coverage

    • Life Insurance and Disability Programs

    • Retirement Savings with Company Match

    • Paid Time Off

    • Flexible Work Arrangements including Remote Work

    We are an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

    All your information will be kept confidential according to EEO guidelines

    \ #LI-JH1

    Beware of scams

    Our recruiting team may communicate with candidates via our @hitachisolutions.com domain email address and/or via our SmartRecruiters (Applicant Tracking System) notification@smartrecruiters.com domain email address regarding your application and interview requests.

    All offers will originate from our @hitachisolutions.com domain email address. If you receive an offer or information from someone purporting to be an employee of Hitachi Solutions from any other domain, it may not be legitimate.