Administrative Coordinator Job at Pacifica Continental in New York

TITLE: Administrative Coordinator

DEPARTMENTS: Corporate Planning and NY Legal & Compliance Department ("NYLCD")

LOCATION: New York

SUMMARY OF POSITION:

This position is responsible for providing secretarial and administrative support primarily to the executive officers (Chief Finance Officer, Chief Administrative Officer, and/or, as time permits, Senior General Manager for business divisions). In addition, this position will provide administrative support to NYLCD. Fluency in Japanese: speak/read/write.

ESSENTIAL FUNCTIONS:

• Provide advanced, bilingual secretarial support by maintaining schedules, making appointments, making travel and entertainment arrangements, processing expenses and coordinating guests' registrations and communicate schedule to all parties involved.
• Prepare or complete various reports, presentations, surveys and correspondences of a moderately complex and confidential nature.
• Answer and screen telephone calls, handle inquires, take messages and route calls to the appropriate persons and respond to requests for information.
• Issue invoices, process account payables/account receivables/allocations/amortization and vendor code applications for the NYLCD.
• Monitor and check the miscellaneous ledger and investigate entries as needed.
• Assist in coordinating board/executive/management meetings by checking participating board members/executives' schedule, arranging refreshments for the meeting, organizing business dinner and reception, booking hotels and limo/car services for participants, and preparing meeting documents.
• Fill in to support Executive Assistant's tasks during her absence.
• Assist NYLCD to capture and report data on the volume of work assigned to NYLCD using internal tools or external resources.
• Order and maintain office supplies, maintain files, answer routine correspondence and respond to requests for information.
• Contributes to team efforts by accomplishing related results as needed.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Strong verbal and written communication skills, plus ability to interact with all levels of management in a fast-paced environment.
• Fluency in Japanese: speak/read/write.
• Proficient in SAP, Concur, Microsoft Office (e.g., Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).
• Demonstrate a cooperative attitude, interpersonal and communication skills with clients and coworkers.
• Demonstrate flexibility and the ability to work as a member of a team. Good decision-making and problem-solving skills.
• Good analytical skills with attention to detail and accuracy required. Ability to work on multiple projects simultaneously required.