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Senior Administrative Specialist
Mitsubishi Heavy Industries
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Senior Administrative Specialist
United States
Full Time
3 hours ago
Visa Sponsor
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Key skills
ERP
Leadership
Communication
Time Management
About this role
Role Overview
Oversee daily office operations to ensure efficiency and professionalism
Manage office supplies, equipment, and vendor relationships
Coordinate office maintenance, services, and facility-related needs
Serve as the primary point of contact for office-related inquiries
Provide administrative support to executives and team members
Manage complex and dynamic calendars for the CEO and CFO, including prioritization and scheduling of high‑impact meetings
Coordinate domestic and international travel arrangements, logistics, itineraries, and expense reconciliation
Prepare reports, presentations, and correspondence
Maintain organized filing systems (electronic and physical)
Act as a liaison between departments, clients, and external partners
Screen calls, emails, and visitors, directing inquiries appropriately
Coordinate internal communications and office-wide announcements
Support Senior Leadership Team meetings through agenda planning, coordination, and minutes
Plan, coordinate, and execute executive meetings, leadership offsites, customer visits, and special events
Prepare logistics, materials, and minutes, document decisions and track action items
Ensure all travel plans are optimized, accurate, and aligned with executive priorities
Manage company vehicles: emissions, tags, maintenance, etc.
Organize CPR training annually.
Requirements
Associate’s or Bachelor’s degree in Business Administration or related field preferred
3–5+ years of experience in an administrative or office management role
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Experience with office management tools or ERP systems is a plus
Strong organizational and time management skills
Excellent written and verbal communication
Ability to multitask and prioritize effectively
High level of professionalism and discretion
Problem-solving mindset with attention to detail
Proven ability to work under pressure, manage competing deadlines, and adapt to fast‑changing priorities
Strong professionalism and executive presence.
Tech Stack
ERP
Benefits
Paid time off
Insurance – Medical – including an HSA option
Dental
Vision
Accident
Hospital indemnity
Critical illness
Life & accidental death
401(k)
Flexible spending accounts
Education reimbursement
Employee referral bonuses
Apply Now
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