Purpose and Job Summary
ORIX USA is seeking a senior Executive Assistant to provide support for the Chief Human Resources Officer (CHRO) of ORIX USA in our New York Executive Center.
The Executive Assistant must be able to meet deadlines corresponding to business needs, work professionally and harmoniously with teams and coworkers, and make effective independent decisions regarding duties and responsibilities.
Essential Duties & Responsibilities
Provide dedicated assistance to the CHRO
Must have careful regard for confidentiality and engender credibility and trust as an agent of the HR team.
Identify and anticipate needs of CHRO and execute accordingly, to ensure the company's work flow runs smoothly
Gain an overall understanding of business strategies and objectives for the company and Human Resources department
Serve as a liaison with staff and leadership team and communicate on the CHRO's behalf when needed
Coordinate and interact with Tokyo head office and assist in scheduling key meetings for CHRO when necessary
Host and coordinate for CHRO's guests other senior executives, including ORIX Corporation when in the New York office
Maintain strong working relationships with executive team, senior leaders, team members, and other employees as well as external clients and others doing business with ORIX USA
Answer incoming phone calls for CHRO and respond to caller inquiries or route calls as appropriate
Coordinate and maintain business calendars and contacts in Outlook
Book domestic and international travel - flights, cars, hotels, meals, meeting spaces, etc.
Expense report filing, tracking, and invoice paying
Administrative functions such as making copies, sending faxes, filing, etc.
Prepare meeting documents and maintain files accordingly
Assist with the preparation of materials for meetings as needed
Book conference rooms and related activities (e.g. ordering food for a working lunch with clients)
Periodically serve as backup to other administrative/executive assistants when out of the office
Other related duties as assigned
Provide assistance and support on evenings and weekends remotely, as needed
Occasional domestic travel with CHRO required, up to 10 %
This position has frequent contact with all levels of employees and management. In addition, this role may interact with outside business partners, vendors, consultants, and other office visitors.
Education, Skills & Experience
Bachelor's degree from accredited four-year university strongly preferred
Minimum of seven years' experience providing administrative support to a senior level executive
Experience working with the team of a senior level executive
High proficiency in Microsoft Office (Outlook, Word, PowerPoint) and other specialized technology as required. Prior experience in creating PowerPoint briefings and presentations is desirable.
Must demonstrate strong judgment and confidentiality at all times
Demonstrate a positive attitude and professional maturity, and must adhere to the highest standard of ethics and professional behavior
Deadline driven with strong attention to detail
Ability to work with minimal direction; Learn quickly and independently
Excellent organizational, communication, and interpersonal skills
Ability to plan, organize, and prioritize assignments, and to meet critical and established deadlines
Ability to manage multiple assignments and projects simultaneously
Flexibility and ability to work under pressure with tight deadlines and constant interruptions
Ability to adjust priorities in a rapidly changing environment
Solid written and verbal communication skills required. Prior experience in writing is a plus.
Demonstrated ability to maintain confidentiality of records and to use discretion in the performance of daily activities
Ability to professionally communicate both internally and externally with individuals at all levels of an organization
Occasional nighttime and weekend availability required; ability to work remotely as needed
Ability to periodically travel as requested to Dallas office and other offices as necessary for support
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
ORIX USA is an equal opportunity employer, providing equal employment opportunities (EEO), and is committed to