Administrative Assistant- HQ

Hitachi Automotive Systems Americas, Inc.; Dallas (TX); On-site; USD 30,000 - 41,000; Full time

Job summary

Hitachi High-Tech America, Inc. in Dallas, TX is seeking an Administrative Assistant to provide administrative, clerical and logistical support to senior executives and local teams.

The role involves scheduling, event coordination, travel arrangements, and onsite guest assistance in a fast-paced environment. The ideal candidate will be highly organized, proactive and able to manage multiple priorities while maintaining seamless communication across levels.

Qualifications

• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Ability to read, write and speak Japanese preferred or with working knowledge.
• Basic reading, writing and math skills required.

Responsibilities

• Scheduling & Meeting Coordination for executive leadership and teams.
• Event & Travel Logistics, including hotels, transportation, catering, and itineraries.
• Onsite Guest & Facilities Support, including guest registration and room setup.
• Correspondence, Documentation & Reporting for executives and division records.
• General Administrative & Clerical Support, liaising between executives and staff.

Skills

Microsoft Word

Microsoft Excel

Outlook

Microsoft PowerPoint

Japanese language

Education

High School diploma or equivalent

Job description

Company Name: HITACHI HIGH-TECH AMERICA, INC.

Profession (Job Category): Administration & Facilities

Job Schedule: Full time

Remote: No

Location: Dallas, Texas, United States

Work Location: (1) in Hillsboro, OR and (1) in Dallas, TX

POSITION DESCRIPTION

POSITION TITLE

Administrative Assistant

DIV/DEPARTMENT NAME

(HTA) Corporate HQ

REPORTS TO

Assistant Manager, Administrative

POSITION STATUS

Full-Time

WORK STYLE DESIGNATION

Onsite

WORK STYLE REQUIREMENT

Onsite

FLSA STATUS

Non-Exempt

TRAVEL REQUIRED

Minimal

POSITIONS SUPERVISED

None

EXPECTED PAY RANGE

$21.51 to $29.58 Hourly

POSITION SUMMARY

The Administrative Assistant provides administrative, clerical and logistical support to the Senior Executive Assistant, executive leadership team, Division VP/GMs, and local functional teams within DLS and NCP. Responsibilities include assisting with scheduling, event coordination, travel arrangements, document preparation and onsite guest support. The ideal candidate will be highly organized, proactive, and have the ability to manage multiple priorities in a fast-paced environment while ensuring seamless communication and providing responsive administrative support across all levels of the organization.

PRIMARY RESPONSIBILITIES

Scheduling & Meeting Coordination (20%)

• Assist with scheduling internal and external meetings for the executive leadership team, Division VP/GMs and local functional teams.
• Reserve meeting rooms and distribute Outlook calendar invitations to required attendees.
• Prioritize coordination of scheduling requests and communicate meeting updates to help ensure smooth meetings and event logistics.

Event & Travel Logistics (30%)

• Assist with coordinating logistics for executive meetings (e.g., onsite budget meetings, internal audits) and division-hosted events (e.g., trade shows, customer engagements). Responsibilities include arranging hotel accommodations, transportation, meeting venues, catering, and dining reservations; maintaining accurate and up-to-date travel itineraries; and supporting coordination efforts with internal teams and external vendors.
• Provide onsite administrative support during meetings and events, including travel as needed.
• Coordinate with local employees, vendors, or customers to support meeting and event logistics offsite activities.

Onsite Guest & Facilities Support (20%)

• Coordinate guest registration with the Security team nd pre-registering visitors in advance.
• Greet and escort guests to meeting rooms and notify the appropriate hosts upon arrival.
• Prepare meeting rooms with beverages and snacks as needed; order catering and stocking refreshments and resetting meeting rooms after use.
• Coordinate with the IT team to support meeting connectivity and audiovisual setup requirements.
• Collaborate with General Affairs (GA) to support meeting and event preparation activities as needed.
• Provide administrative support as needed for onsite meetings and events hosted by divisions and special groups.
• Arrange third-party services for the executives as needed (e.g., notary services).

Correspondence, Documentation & Reporting (15%)

• Assist with preparing, organizing and coordinating special correspondence, reports, presentation materials and other documents for executives as requested.
• Maintain organized file management and division records.
• Support general office administrative functions, including managing division office supplies and incoming/outgoing mail.

General Administrative & Clerical Support (15%)

• Act as liaison between executives, division managers, and department staff.
• Provide clerical support to relieve division managers and staff of administrative details.
• Provide communication support, including translation assistance as needed.
• Screen and prioritize emails.
• Support visa/passport documentation processes as needed.
• Prepare and process travel expense reporting.
• Assist with special administrative projects as directed.
• Provide administrative support to various functional areas of the company based on business need.

EDUCATION, LICENSES, AND/OR CERTIFICATION REQUIREMENTS

High School diploma or equivalent required; additional college coursework or administrative training preferred.

EXPERIENCE AND TRAVEL REQUIREMENTS

Three (3) to five (5) years of similar work experience is preferred.

Limited domestic and/or international travel may be required.

SKILLS AND ABILITIES REQUIREMENTS/SAFETY REQUIREMENTS

• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• The ability to read, write, and speak Japanese is preferred; candidates with working knowledge or basic proficiency are acceptable.
• Basic reading, writing, and math skills required.
• Strong interpersonal skills with the ability to handle sensitive and confidential information professionally.
• Ability to communicate effectively with employees, customers, and vendors at various levels of the organization.
• Ability to work independently and manage administrative tasks with little supervision.
• Strong attention to detail with the ability to prioritize tasks, maintain accurate records, and meet deadlines.
• Ability to work in a fast-paced environment while managing multiple assignments and changing priorities.
• Flexible to work overtime on a limited basis as needed.
• Ability to work fully onsite at your designated location.

Equal Opportunity Employer (EOE)

Hitachi High-Tech America, Inc. is an equal opportunity employer. Hitachi High-Tech America, Inc. is committed to equal employment opportunities for qualified applicants without discrimination on the basis of actual or perceived of race (including traits historically associated with race, such as natural hairstyle), color, national origin, ancestry, religious creed, age, sex, sexual orientation, gender (including gender expression and gender identity), marital status, registered domestic partner status, family status, military and veteran status, domestic violence victim status, medical condition (including genetic characteristics), physical or mental disability, pregnancy, or any other legally protected characteristic or status. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to [e-mail]

Hitachi brings together the world’s greatest minds to help breathe life into new possibilities – and drive innovation for a better future. That’s why we look for individuals who share our pioneering spirit, have imaginative ideas and are fearless when it comes to tackling the world’s biggest challenges. Our people love technology – and they love making a difference. They have a passion for finding new solutions and working with brilliant colleagues. Every day they dedicate themselves to a huge range of exciting projects, contributing to the Hitachi vision around the globe. From engineering new sustainability solutions that conserve water and energy to creating the infrastructure for the smart cities of tomorrow, there’s no challenge too great for our pioneers. And there’s no shortage of opportunities for you to make a difference. Come and experience the dynamic, collaborative and creative environments where your ideas are welcome and new discoveries are waiting. To help you grow to your full potential, we strive to support our employees in their career aspirations and promote the freedom to explore new horizons.

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