Administrative Coordinator

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 :