Department Administrator Assistant

AVA Consulting is seeking a Department Administrator Assistant

Location: Saline, MI

U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor at this time.

Company Background: Our client, a major employer in the area, is looking for a Department Administrator Assistant to be part of its team in its North American operations.

Description:

• Client is looking for a highly motivated and customer service focused Departmental Administrative Assistant for  Systems & Electronics Planning Division.
• The primary responsibility of this role is to provide administrative support to the Division Vice President, Executive Team, and Departments. Your contributions will support mission to deliver world-class electronics systems to  customers.

Responsibilities:

• 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.
• Provide administrative support to the Division's Executive Team and Departments including 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. Timely and accurate submission of expense reports and invoices with strong knowledge of policies, processes, and necessary systems to ensure 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 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 and make 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.

Requirements:

Required Skills:

• 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, OneNote, etc.).
• 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 to work on-site on a regular basis including overtime (up to ~10%) and limited travel as necessary

Preferred Skills:

• Associate's degree (or equivalent) or higher.
• Client Way training, including JKK and TBP to improve current business processes
• Understanding of client policies & processes related to travel & expense, budgeting, job request (JR) system, confidentiality, compliance, etc.
• Experience with PowerBI or other relevant software/tools.

NOTE: Interested Candidates can apply by sending their Updated Resume and Contact Details.

Ron Tolson

AVA Consulting

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