CW Department Administrator Assistant

Overview:

TekWissen is a global workforce management provider headquartered in Ann Arbor, Michigan that offers strategic talent solutions to our clients world-wide. Our client is a recognized prominent global enterprise in the automotive sector, listed among the top 50 companies in the Global Fortune rankings. As a leading player in the global automotive industry, our client manufactures vehicles in 27 countries and effectively markets them across over 170 countries and regions worldwide.

Position: CW Department Administrator Assistant

Location: Saline, MI, 48176

Duration: 12 Months

Job Type: Temporary Assignment

Work Type: Onsite

Job Description:

Who we're looking for

• The client is looking for a highly motivated and customer service focused Departmental Administrative Assistant for our Systems & Electronics Planning Division.
• The primary responsibility of this role is to provide administrative support to the Division Vice President, Executive Team, and Departments.
• Your contributions will support our mission to deliver world-class electronics systems to our customers.

Responsibilities

• Provide comprehensive administrative support to the Division Vice President including schedule management, travel arrangements, support of visitors, preparation of documents/materials/correspondence, coordination of division level meetings/events, tracking and reporting status of projects/activities, etc.
• Provide administrative support to the Division's Executive Team and Departments including travel arrangements, coordination of department level meetings/events, leading safety & 4S activities, onboarding/offboarding, etc.
• Manage multiple activities/requests simultaneously with self-motivation, resourcefulness, and prioritization to achieve deadlines and output expectations.
• Organize, maintain, and create electronic and physical files/documents ensuring confidentiality and compliance.
• Utilize Microsoft 365 tools to manage storage, sharing of information, and document creation.
• Assist with budget planning, tracking, accruals, and processing of invoices/expenses.
• Timely and accurate submission of expense reports and invoices with strong knowledge of policies, processes, and necessary systems to ensure compliance.
• Create and update reports and visualization tools to simplify complex data for easy understanding.
• Conduct independent research and obtain information for complex reports and special assignments.
• Develop, standardize, and continuously improve the processes necessary for your work and function of the Division.
• Maintain network and knowledge necessary to act as a resource for general administrative support to all members in the Division.
• Contact company personnel at all organizational levels to gather information in support of department & division operations.
• Manage ordering and organization of office supplies and equipment.
• Manage or coordinate small projects providing cost-effective solutions.
• Maintain division & department seating and organizational charts.
• Maintain division and department SharePoint sites and access.
• Order non-general supply as needed and monitor non-general supplies budget and make recommendations to managers regarding purchase decisions.
• Provide language support and translation of meetings and documents between Japanese and English.
• Including coordination of travel and events within Japan.
• Handle special projects, and perform other duties as assigned.

Requirements:

What you bring

• Japanese language proficiency
• 5+ years of experience providing administrative support to Department (GM level) or above.
• High school diploma or GED.
• Excellent communication and interpersonal skills, including demonstrated ability to collaborate effectively with a wide variety of stakeholders and members at all levels of the organization.
• Strong focus on customer service and demonstrated success working in teams.
• Ability to present concepts visually in graphs, tables, charts, and other methods.
• Proficiency with Microsoft 365 tools (Word, Excel, PowerPoint, SharePoint, Teams, OneNote, etc.). Candidates must successfully pass an Excel Test prior being submitted.
• Experience managing expenses and invoices including working knowledge of Ariba/SAP, Chrome River, and Time & Projects systems.
• Experience managing significant volume of design-in invoicing.
• Ability to maintain confidentiality of sensitive or proprietary information.
• Ability to be independent and a self-starter, managing time effectively.
• Proficient at managing multiple requests, prioritizing, and communicating status of progress.
• Must be able to accurately assess resources needed to complete tasks and escalate when priorities conflict.
• Able to remain composed during times of stress and demonstrate flexibility.
• Attention to detail and strong organizational skills in a dynamic environment.
• Proven success identifying and implementing changes to projects and processes to ensure continuous improvement.
• Ability to work on-site on a regular basis including overtime (up to ~10%) and limited travel as necessary

What you may bring

• Associate's degree (or equivalent) or higher.
• The client Way training, including JKK and TBP to improve current business processes.
• Understanding of the client policies & processes related to travel & expense, budgeting, job request (JR) system, confidentiality, compliance, etc.
• Experience with PowerBI or other relevant software/tools.

TekWissen Group is an equal opportunity employer supporting workforce diversity.