Administrative Assistant

Company Profile

Sumitomo Corporation of Americas (SCOA) is an integrated global trading company active in a range of commercial ventures. It imports and exports raw materials, and goods and has diversified activities in businesses throughout the Americas. These activities include investments and financing, coordination and operation of urban and industrial infrastructure projects, providing transportation and logistics services, developing natural resources, distribution of steel and other products, and developing and managing real estate. SCOA is the largest subsidiary of Sumitomo Corporation (SC), one of Japan's major integrated trading and investment business enterprises with operations in a wide array of businesses, organized into seven industry focused segments, Energy, Automotive, Social Infrastructure, Agri-Food & Life Science, Construction & Transportation, Real Estate, Mineral Resources, and Energy Innovation Initiatives. Visit www.sumitomocorp.com and www.sumitomocorp.com/en/us/scoa for more information.

Job Summary: 
A Corporate Planning Administrative Assistant provides timely, smooth and efficient administrative support for executives and for the department to facilitate business operation. He/she fulfills responsibilities with another administrative assistant in the department under managers’ instructions. 

Duties/Responsibilities:

• Preparing and maintaining the CEO & CSO’s schedule, coordinating meeting requests, responding to telephone calls/inquiries, preparing letters & reports and facilitating administrative matters related to the executives.
• Making travel itineraries and arrangements, including coordination with related parties under the managers’ directions, and preparing & processing entertainment and expense reports.
• Coordinating entertainment & meetings with business partners, including location & menu selections, based on descriptions of guest profiles and invitations, then maintaining & updating relevant records.
• Arranging internal parties related to executives, such as making a restaurant reservation and sending an invitation, etc.
• Preparing, sending and keeping a record for congratulatory and/or condolence-related telegram and letters, etc.
• Maintaining related information of executives’ private club membership, including handling application, usage record and associated expenses.
• Arranging executive gifts & acknowledgements, and coordinating holiday cards and other mailings.
• Supporting smooth & overall transitions for executives’ personnel changes.
• Maintaining executives’ data such as business cards, holiday cards, etc. and supporting IT-related equipment.
• Maintaining the company house and arranging entertainment dinners and parties there.
• Completing other projects as directed. 

b) Planning Team

• Coordinating video meetings and other internal meetings.
• Distributing internal notifications using intranet & email.
• Maintaining Corporate Planning’s intranet.
• Assisting corporate planning members and guests (e.g. from Tokyo and other regions) with travel arrangements.
• Processing expense reports for managers and for the department
• Handling general administrative tasks such as procuring office supplies and registering guests for the office building, etc.
• Making copies & binders and handling mails & filings.
• Completing other projects as directed. 

Job Specific Knowledge/Skills & Abilities

Required:

• Japanese & English language skills (writing, speaking & reading)
• Intermediate PC skills (Excel, Word, Powerpoint, Adobe, Accounting Software, etc) and ability to learn new systems
• Ability to establish and maintain cooperative working relationships
• Flexibility to work on-site when the executives are in the office. 

Education, Certification and Experience: 

Required:

• More than 3 years of experience as assistant and/or support staff
• Baccalaureate degree or equivalent 

Physical Requirements:

• Expected to be physically present in NY Office at least 2 days per week.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times. 

Please note that there is no visa sponsorship provided for this position.

Equal Employment Opportunity Policy Statement

Sumitomo Corporation of Americas (SCOA) is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Sumitomo are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Sumitomo will not tolerate discrimination or harassment based on any of these characteristics.