Executive Assistant and Office Manager

Tosoh America is a dynamic holding company with a growing corporate culture that provides centralized services for Tosoh Group companies in North America and beyond. In addition to integrating the corporate activities of its subsidiaries, this regional headquarters is working to expand Tosoh's business lines and operational capabilities within North America. For more information, please visit us at https://www.tosohamerica.com/.

Summary

Tosoh America, Inc (TSAM) is seeking an Executive Assistant / Office Manager to provide support to the senior management team through a variety of administrative and executive support related tasks. The ideal candidate has proven abilities in administration and is well organized.  This candidate will have a proven ability to multi-task within a dynamic environment and is customer service oriented. The ability to accept, follow-through and communicate tasks with minimal direction is essential. An aptitude for identifying opportunities for improvement and assuming responsibility for execution of that improvement is valued. The individual must reflect an elevated level of professionalism and credibility given routine exposure to sensitive information.  

Reporting Relationships

This position reports to the Director, Finance.

Major Duties and Responsibilities

• Schedule and organize meetings, travel, conferences, and campus activities.

• General correspondence, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

• Performs desktop publishing. Creating and developing visual presentations and aids with meetings as required.

• Establishes, develops, maintains and updates filing system for the TSAM President and TSAM Directors as required, including record retention. Retrieves information from files when needed.

• Will be responsible for administration of Company instance of SAP Concur Solutions (expense reporting) and the maintenance of organization charts.

• Maintains all mail supplies while also sorting, distributing, tracking, and sending mail as necessary, including certified mail.

• Function as a primary liaison with other departments, Tosoh Group companies, and outside agencies, including high-level executive staff and corporate visitors from Japan.

• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, or planning social events.

• Acts as a primary point of coordination for the administration of Tosoh America, Inc.’s leased vehicle program and apartments at the direction of TSAM President, Treasurer and Corporate Controller.

• Completes Census and Business License filings as directed by the TSAM Controller.  Supports in completion of recurring reporting such as quarterly service reports.

• Assist with campus-wide employee communication activities, such as ordering flowers, coordinating ticket drawings and updating bulletin boards.

• Maintains and stocks all office equipment, office and breakroom supplies and is responsible for the upkeep of such areas.

Education

• Associate’s degree or a minimum of 5 years’ experience required.

Skills and Qualifications

• A prominent level of interpersonal skills to manage sensitive and confidential situations is required. Communicates in a courteous, positive, and professional manner. Position continually requires demonstrated poise, tact, and diplomacy. Ability to interact well with multiple cultures and multiple levels within the organization.

• Exhibits the ability to multi-task yet remain organized. Must have superior time-management skills to ensure multiple requests can be fielded and progress made concurrently.

• Ability to partner with Executive Management and employees to create a productive work environment while minimizing distractions.

• Work requires an extensive knowledge of business and an excellent command of the English language. Strong interpersonal skills and a willingness to learn are essential.

• Must have experience with secretarial, office administrative procedures, including knowledge of use and operation of standard office equipment.

• Ability to utilize Microsoft Office applications and Concur solutions with minimal direction.

• Work requires continual diligence in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Proven ability to take and transcribe meeting minutes into accurate documents.

• Proven record of sound decision making ability.

• Ability and willingness to take direction then follow through and implement.

Physical Requirements

The physical demands of this job are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This is a primarily sedentary job that requires the ability to move to and from the desk and occasionally lift and/or move objects. 

Tosoh America, Inc. is an Equal Opportunity Employer M/F/Disabled/Veterans