Osaka Gas USA

Administrative Assistant

Osaka Gas USA

full-time

Posted on:

Location Type: Hybrid

Location: White Plains • New York • United States

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About the role

  • Provide comprehensive administrative support within the Power Division.
  • Manage the Senior Vice President’s business calendar and coordinate travel arrangements.
  • Collaborate with the Administrative Assistant in the Houston office on administrative matters.
  • Maintain effective communication with Admin, HR, IT, and Accounting teams based in Houston.
  • Maintain office supplies and ensure adequate inventory levels.
  • Order additional supplies and distribute incoming mail to team members.
  • Keep common areas organized, including reception, conference rooms, copy room, storage spaces, and pantry.
  • Update the reception phone directory as required.
  • Process vendor invoices, corporate credit card payments, and expense reports for the Senior Vice President.
  • Coordinate refreshments and catering for VIP visitors, meetings, and company events.
  • Schedule routine maintenance of office equipment with vendors.
  • Handle mail and shipping requests for the Power Division and HQ.
  • Maintain a clean and safe office environment, including pantry upkeep.
  • Research and evaluate potential vendors, compare quotes, and negotiate contracts.
  • Assist the Manager of Administration in planning and coordinating office activities and events.
  • Work with IT to maintain and troubleshoot office equipment.
  • Perform electronic document management as needed.
  • Respond to ad-hoc tasks and events with sound judgment and creativity.
  • Provide comprehensive visitor support, including registration and conference room booking.
  • Greet, welcome, and direct visitors professionally.
  • Coordinate travel arrangements for SVP and Power Division team members as needed.
  • Serve as a communication hub between colleagues, vendors, and business partners.
  • Prepare quarterly Internal Group Service reports by collecting and consolidating data from all NY employees.
  • Organize holiday gift arrangements for business partners.

Requirements

  • Associate degree in Business Administration or equivalent.
  • Minimum of 5 years of experience in office administration or a related field.
  • Prior experience working in a multicultural office environment is highly desirable.
  • Proficiency in Microsoft Office Suite, including Outlook, Teams, and calendar management.
  • Intermediate-level expertise in Word, Excel, and PowerPoint, with strong skills in formulas and data visualization (charts/graphs).
  • Strong planning, analytical, organizational, and reporting abilities with a proactive approach.
  • Ability to manage and prioritize multiple tasks efficiently, meet deadlines, and maintain accuracy and integrity.
  • Familiarity with SAP Concur, DocuSign, and AI tools is a strong plus.
  • Excellent written communication skills, including clear and grammatically correct business email composition.
  • Professional verbal communication skills in English, with active listening, appropriate tone, and a polished demeanor in phone calls, meetings, and client interactions.
  • Adaptability to learn new office software and systems quickly.
  • Customer service-oriented mindset with a focus on supporting colleagues and clients.
  • Demonstrated accountability, awareness of expectations, and commitment to high standards.
  • Business-level Japanese language proficiency is a plus.
  • Strong ability to build and maintain positive and harmonious relationships with colleagues, vendors, and clients.
  • Skilled at managing stress effectively under time constraints and heavy workloads.
  • Demonstrates tact, cultural sensitivity, and adaptability in a diverse work environment.
  • Willingness to work minimal overtime when necessary.
Benefits
  • A benefits summary can be found by clicking on the Osaka Gas USA Benefits Overview.
  • Do you like what you see? We encourage you to visit the Osaka Gas USA Careers Page to learn more about working at our company.
  • Osaka Gas USA participates in the U.S. Government's E-Verify program. Please read the E-Verify Notice in English/Spanish and the Right to Work Notice in English or Spanish before proceeding with your job application.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
office administrationcalendar managementdata visualizationformulas in Excelreportingvendor managementdocument managementtravel coordinationevent planningcustomer service
Soft Skills
organizational skillsanalytical skillscommunication skillsadaptabilitytime managementrelationship buildingproactive approachstress managementcultural sensitivityaccountability
Certifications
Associate degree in Business Administration