Executive Admin Assistant

Mitsubishi Electric Automation is a global leader in providing quality automation solutions to a variety of industries, from manufacturing and industrial to medical and agriculture. We have immense pride in our employees who are an incomparable commitment to excellence. When you choose a career with Mitsubishi Electric Automation, you are choosing a passionate and hard-working team environment that prides itself in diversity, inclusion, sustainability efforts, and employee support.

POSITION SUMMARY

Under minimum supervision, provide administrative and executive support to MEAU’s VP of Sales. In addition, handle responsibilities as the Information Security Administrator (ISA) for Sales and Marketing Group (SMG), ensuring secure recordkeeping, periodic updating of contracts and NDA’s, and compliance with procedures.  Provide support for the department as agreed upon with the Manager.

POSITION DUTIES AND RESPONSIBILITIES

Essential Functions

• Take on special projects from time to time typically involving development of word documents, PowerPoint Presentations or Excel Spreadsheets.
• Develop reports as requested by the Senior VP
• Maintains the Senior VP’s calendar including read and write.
• Set up all meetings per request and ensure that the right participants are invited
• Books Senior VPs travel itinerary incorporating his/her preferences and time constraints
• Screen meeting requests to ensure that a relevant agenda is provided by the organizer including Senior VP.
• Keeps the Senior VP on schedule when in the office by reminding him/her of upcoming meetings.
• Ensure that meetings are spaced out accordingly to allow for some brief prep time and overtime.
• Order lunch and otherwise prepare the meeting room accordingly.
• Prepare all expense reports for Senior VP and reconcile statements and ensure on-time payment. Proactively ask for receipts after each business trip.
• Attend certain meetings at Senior VPs request and take notes including action items which should be published soon after the meeting.
• Proactively ask for business cards after each business trip and work with the Senior VP to address follow-up messages to each person who provided the Senior VP with a business card
• Make recommendations for process improvements related to administrative activities.
• Contract Administrator/Information Security Administrator (ISA)
• Manage vacation requests for management’s direct reports
• Timecard Approvals for department non-exempt employees
• Processing of Business Card requests
• Pricing approvals for Quotes, Distributor Pricing Agreement (DPA) and Customer Specific Prices (CSP)
• ISO Action Team Member

ESSENTIAL EDUCATION, SKILLS AND EXPERIENCE

• 5-7 years of progressive responsible experience as an Administrative Assistant supporting Vice President or Executive level management in a corporate environment
• Associate Degree and/or equivalent work experience
• Advanced proficiency in MS Office, Word, Excel and PowerPoint.
• Strong organizational, analytical and time management abilities
• Ability to work autonomously in a fast-paced change-oriented sales/marketing environment
• Possess a high degree of initiative, sound judgement and sensitivity in managing confidential materials with discretion (i.e. personnel, industry related matters)
• Ability to meet deadlines and balance multiple priorities
• Professional, proactive, problem-solving ability.
• Broad knowledge of administration, report generation and database input.
• Experience in complex customer inquiries.
• Must have a flexible “can-do” attitude.
• Must be a team player who possesses a strong customer service attitude.
• Strong verbal and written communication skills in order to communicate effectively and professionally at all levels of the organization.

BENEFICIAL EDUCATION, SKILLS AND EXPERIENCE

• Bilingual – English/Japanese is highly beneficial
• Knowledge of the Japanese Culture as it pertains to business conduct and communication.
• Previous business relationships in dealing with Japanese culture.
• Work experience in a sales and/or marketing role.
• SAP ERP, Sales Force CRM

This will be a hybrid position, 3 days in office, 2 days remote. Location is Vernon Hills, IL.

Why choose us?

You would be joining:

• A successful team of smart, dedicated professionals who are not only the best in their respective fields but are committed to a tradition of technological leadership and innovation.
• An organization that truly cares about employee engagement and understands the impact of clear and consistent communication.
• Our leaders are committed to ensuring all employees are regularly informed about the state of the business, understand how they fit in, and know where they can make a difference.
• Employees are encouraged to pursue professional development opportunities and participate in in-house training programs.

We value our employees, and we offer an extensive benefits package that adds value to your total compensation. Our broad range of benefits include:

• Health, dental and vision insurance plans with company contribution – we offer different plans, including PPO and HMO (HMO offered only in some states)
• Competitive 401k with company match
• Paid Vacation
• 13 Paid Holidays, including floater holidays
• Tuition Reimbursement
• Flexible Spending Account
• Life Insurance
• Employee life insurance - company paid core coverage plus supplemental coverage
• Dependent life insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Employee Discount Program
• Pet Insurance   

Mitsubishi Electric Automation, Inc. is committed to the employment and advancement of minorities, females, individuals with disabilities, and veterans. We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, sex, national origin, ancestry, citizenship status, age, marital status, disability, veteran status, sexual orientation, or any other lawfully protected characteristic.