Department Administrator Assistant

Department Administrator Assistant

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Our client in Saline, MI is looking for a Department Administrator Assistant. This is a contract position that provides administrative support to the Division Vice President, Executive Team, and Departments within the Systems & Electronics Planning Division.

• Provide comprehensive administrative support to the Division Vice President including schedule management, travel arrangements, support of visitors, preparation of documents/materials/correspondence, coordination of division level meetings/events, tracking and reporting status of projects/activities, etc.
• Support the Division’s Executive Team and Departments with travel arrangements, coordination of department level meetings/events, leading safety & 4S activities, onboarding/offboarding, etc.
• Manage multiple activities/requests simultaneously with self‑motivation, resourcefulness, and prioritization to achieve deadlines and output expectations.
• Organize, maintain, and create electronic and physical files/documents ensuring confidentiality and compliance. Utilize Microsoft 365 tools to manage storage, sharing of information, and document creation.
• Assist with budget planning, tracking, accruals, and processing of invoices/expenses. Submit expense reports and invoices accurately and in a timely manner, demonstrating knowledge of policies, processes, and necessary systems to maintain compliance.
• Create and update reports and visualization tools to simplify complex data for easy understanding.
• Conduct independent research and obtain information for complex reports and special assignments.
• Develop, standardize, and continuously improve the processes necessary for your work and the function of the Division.
• Maintain network and knowledge necessary to act as a resource for general administrative support to all members in the Division.
• Contact company personnel at all organizational levels to gather information in support of department & division operations.
• Manage ordering and organization of office supplies and equipment.
• Manage or coordinate small projects providing cost‑effective solutions.
• Maintain division & department seating and organizational charts.
• Maintain division and department SharePoint sites and access.
• Order non‑general supply as needed and monitor non‑general supplies budget, making recommendations to managers regarding purchase decisions.
• Provide language support and translation of meetings and documents between Japanese and English, including coordination of travel and events within Japan.
• Handle special projects and perform other duties as assigned.

• Japanese language proficiency.
• 5+ years of experience providing administrative support to Department (GM level) or above.
• High school diploma or GED.
• Excellent communication and interpersonal skills, including demonstrated ability to collaborate effectively with a wide variety of stakeholders and members at all levels of the organization.
• Strong focus on customer service and demonstrated success working in teams.
• Ability to present concepts visually in graphs, tables, charts, and other methods. Proficiency with Microsoft 365 tools (Word, Excel, PowerPoint, SharePoint, Teams, One Note, etc.). Candidates must successfully pass an Excel Test prior to submission.
• Experience managing expenses and invoices including working knowledge of Ariba/SAP, Chrome River, and Time & Projects systems.
• Experience managing significant volume of design‑in invoicing.
• Ability to maintain confidentiality of sensitive or proprietary information.
• Ability to be independent and a self‑starter, managing time effectively.
• Proficient at managing multiple requests, prioritizing, and communicating status of progress.
• Must be able to accurately assess resources needed to complete tasks and escalate when priorities conflict.
• Able to remain composed during times of stress and demonstrate flexibility.
• Attention to detail and strong organizational skills in a dynamic environment.
• Proven success identifying and implementing changes to projects and processes to ensure continuous improvement.
• Ability…