Executive Assistant

Executive Assistant work is focused on supporting an individual executive or small number of executives in their day-to-day office activities including Obtaining and organizing information for use in conferences, speeches, and reports as requested by the executive, editing, proofing, formatting, document design/production, form filling, and data entry. In addition, scheduling/coordinating meetings, diaries, and travel arrangements. Also, receiving/relaying telephone messages from internal and external sources, managing the time/interaction executives have with internal and external sources Typically this role is required to handle confidential business and personnel information.

• Organizing and servicing meetings (producing agendas and taking minutes).
• Prioritizing workloads and implementing new procedures and administrative systems.
• Liaising with relevant organizations and clients and logging or processing bills or expenses.
• Acting as a receptionist and/or meeting and greeting clients and greeting visitors and directing them to the appropriate departments or individuals.
• Answer telephones and respond to inquiries via telephone or email and book meeting rooms, set up conference calls and take messages and minutes during meetings.
• Perform administrative tasks, including filing and photocopying, writing emails, memos and letters.
• Implement and/or develop office procedures and record systems and manage database entry and client files. Order and maintain supplies and document financial information.
• Organize and distribute messages, make and confirm travel arrangements Prepare and mail outgoing correspondence.
• Maintain confidential department files/records and perform routine bookkeeping tasks and assist with presentations and reports.
• Responsible for ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

• A bachelor’s degree in Business Administration or related degree.
• 5+ Years of experience in international companies.
• Good communication, customer service and relationship-building skills.
• Team working skills and organization and time management skills.
• Attention to detail, negotiation skills, Assertiveness and flexibility and tact, discretion and diplomacy.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• The ability to use standard software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
• Proficiency in both spoken & written English language is required.