MISA Administrative Supervisor

Marubeni-Itochu Steel America (MISA) is part of a global team trading in a wide range of steel products. The MISA team is currently seeking an Administrative Supervisor in our New York Headquarters office. This position will provide support by performing administrative and clerical tasks.   

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Perform a full range of clerical and administrative support functions.
• Coordinate and maintain CEO and executive team members calendars and keep supervisor informed of appointments.
• Establish and respond to changing deadlines and priorities. Accept and/or decline invitations to meetings on behalf of CEO and executive team members’.
• Handle all meeting room logistics for executive meetings. Secure materials and documents for meetings in advance of meetings.
• Coordinate CEO and executive members’ travel arrangements. Arrange schedule of visits and transportation; notify organizations and officials to be visited.
• Prepare and process CEO’s expense reimbursement reports.
• Greet and direct CEO’s guests, screen calls, answer questions and handle routines matters. On occasion, arrange luncheon for executives’ meetings, office functions, appointments and entertaining events at the request of CEO and/or executives.
• Create and maintain documents and records; prepare meeting and conference materials. Establish and maintain a good filing system.
• Translate Japanese documents into English and vice versa when requested. Provide support for Executive meetings by editing, copying, assembling and distributing meeting materials.
• Receive, sort and prioritize all CEO’s correspondence and reply to mail not requiring CEO’s attention or at the request of CEO.
• Handle confidential and/or sensitive information, while maintaining confidentiality at all time.
• Prepare high quality PowerPoint presentations for Executive meetings, reports to shareholders, etc.
• Assist the Corporate Planning Department in preparing and summarizing financial information using Excel, Word, and PowerPoint.
• Create high level presentation of financial information, trend analysis, etc. Prepare monthly summary reports for reporting to shareholders.
• Perform market research on various industries and countries, as directed. Create market trend analysis presentation using data from multiple sources, being able to review content and accuracy of data and then summarize in well developed reports.
• Support the compilation of reports and application procedures with the administration teams of Japanese shareholders for the Corporate Planning Department.
• Discreet and organized assistance with personal tasks for expatriate executives.
• Other duties as assigned.

KNOWLEDGE AND SKILLS:

Administrative background and proficient in Microsoft Office products – Word, Excel and PowerPoint. Bilingual – English and Japanese (Fluent with speaking, interpretation, understanding, reading and writing in both languages). Proficient in managing tasks and collaborating across global time zones to ensure seamless operations. Basic practical experience in accounting processes. Exceptional communication and interpersonal skills, particularly in working with expatriates. Ability to work well with various departments. Demonstrate cultural sensitivity and appropriate business conduct at all time. Flexibility to adjust to changing priorities and handle multiple diverse projects under time constraints.

EDUCATION AND WORK EXPERIENCE:

• Bachelor’s degree and 5 year's relevant experience

PHYSICAL DEMANDS:

• No physical exertion required
• Required to sit for long periods of time

WORK ENVIRONMENT:

• Usual office working conditions

$65,000 - $70,000