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Administrative Secretary at Japanese energy company

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Job Description
Our client, a Japanese Energy company, is looking for a Japanese speaking candidate for Administrative Secretary position.

Administrative: Secretary

Industry: Energy

Location: White Plains, NY

Salary: $ 40-50k range

Management of Office Services and General Affairs

  • Maintains and controls office supplies, and keeps appropriate amount ofinventories
  • Researches, communicates and negotiates with vendors.
  • Communicates with the office building management.
  • Manages office services by coordinating office operations and maintaining safe working environment
  • Supports NY members as necessary.
  • Organizes conference rooms and the pantryarea
  • Plans and coordinates office activities and events.
  • Assists another office’s IT team for IT related works.
  • Arranges new PC and iPhones for new employees and replacements asnecessary.
  • Maintains the company website and posts new activities asrequested
  • Processes office supply invoices and credit card reconciliation by cooperating with the Accounting team
  • Supports the Accounting team including IGS data correction asrequested
  • Performs document management functions for both physical filing and electronic documents storage and supports businesslines
  • Works with senior management to ensure that all office functions runsmoothly

Routine Secretarial Duties

  • Coordinates scheduling meetings and events, and makes appointments for managers
  • Arranges and coordinates travel schedules and reservations for senior managementand other NY members asrequested
  • Answers the phone in a professional manner and directing phone calls to the appropriate parties
  • Takes messages from callers and delivering them to the appropriateparties
  • Corresponds with customers and vendors, reading and routing incoming mail, faxes,etc.
  • Composes and writes routine correspondence as well as proofreading documentsas necessary, organizes and maintainingfiles
  • Supports travel arrangements for HQ managements and other staffs asrequested
  • Assists in daily office operations asrequested



  • Bachelor’s degree in Business Administration or equivalent is required.


  • 2-3 years office administration-relatedexperience


  • Proficiency is required in MS Office (Outlook, Word, Excel and PowerPoint)
  • Time management skills paired with attention todetail
  • Ability to effectively and efficiently communicate with coworkers and all levels of the organization
  • Experience working in multi-cultural office environmentpreferred
  • Japanese language skills are a plus