Office Administrative Lead

Mitsubishi Heavy Industries America, Inc. (MHIA) is looking for an Office Administrative Lead to join our team. This is an onsite role based out of our Plano, Texas, location.

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 Office Administrative Lead oversees all administrative and office operations for the Sales, Design & Engineering organization within the Industrial Power and Cooling Solutions business, including Data Center Infrastructure and Chillers. This role is responsible for leading and directing administrative functions, ensuring efficient, consistent, and scalable support across the team. In partnership with senior leadership, this role drives operational effectiveness across calendaring, travel, communications, budget coordination, and team support processes.

The Office Administrative Lead establishes priorities, improves workflows, and exercises independent judgment to ensure alignment with business needs. This position also provides oversight of administrative resources, supports team infrastructure and onboarding, and implements processes that enable a high-performing and well-coordinated organization. This position collaborates with global stakeholders across Japan and the U.S. to align priorities, enable effective execution, and support MHIA's long-term business objectives.

The ideal candidate will have at least five (5) years of executive assistant experience, including support for VP-level leadership in a technical or manufacturing environment, along with at least one (1) year of supervisory or team leadership experience.

JOB RESPONSIBILITIES:

• Oversee and direct complex calendaring operations, establishing priorities and ensuring alignment with business objectives
• Lead coordination of domestic and international travel and related expense processes, ensuring efficiency, accuracy, and adherence to policy
• Plan and oversee execution of key meetings and events, including staff meetings, all-hands, vendor engagements, and customer presentations
• Monitor and manage administrative components of budget tracking, headcount planning, and procurement processes, providing insights and ensuring alignment with organizational priorities
• Lead vendor research, selection, and ongoing management for office and administrative services, ensuring quality, cost-effectiveness, and alignment with operational needs
• Oversee onboarding logistics and team infrastructure needs, including workspace planning and coordination with IT and cross-functional partners
• Serve as a central point of coordination for team communications, ensuring alignment, clarity, and follow-through on key initiatives and deliverables
• Develop, review, and refine communications, presentations, and internal documentation to support leadership and team objectives
• Build and maintain strong cross-functional relationships across MHIA and global teams to support operational alignment and collaboration
• Establish, implement, and continuously improve administrative and operational processes to support a growing and globally connected organization
• Provide oversight of administrative operations, including prioritization of work, process consistency, and effective support delivery across the team.
• This list of responsibilities is not all-inclusive, and an employee may be required to perform other relevant duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS:

• Education Requirement:
  Associates degree required or equivalent combination of education and experience.
• Experience:
  
  Minimum of five (5) years of executive assistant experience, including support for VP-level leadership in a technical or manufacturing environment, along with at least one (1) year of supervisory or team leadership experience.
• Strong organizational skills, detail orientation, and sense of ownership.
• Proven ability to handle confidential information with discretion.
• Excellent communication and interpersonal skills.
• Proficiency with MS Office, Google Workspace, or similar productivity tools.
• Ability to work in a fast-paced environment with changing priorities.

PREFERRED QUALIFICATIONS:

• Prior experience in data center, construction, industrial equipment, or manufacturing sectors.
• Experience in rapidly scaling organizations.
• Familiarity with Japanese business culture is a plus.

WORKING CONDITIONS:

• Travel: 20%
• Standard Monday through Friday work week. Weekend/late night work if applicable.
• Lifting/physical requirements:
  Regularly required to…