Department Administrator Assistant

Transforming the Future with Convergence of Simulation and Data

Department Administrator Assistant

Job Summary:

Our client in Saline, MI is looking for a Department Administrator Assistant. This is a contract position.

What You Will Do:

Our 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.

Basics:

• 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

Preferred:

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

How You Will Be Successful:

• Envision the Future
• Communicate Honestly and Broadly
• Seek Technology and Business “First”
• Embrace Diversity and Take Risks

What We Offer:

• Competitive Salary
• Comprehensive Benefit Package
• 401(k) with matching contributions
• Paid Time Off
• Employee Discounts
• Free training on all Altair products

Why Work with Us:

Altair is a global technology company providing software and cloud solutions in the areas of data analytics, product development, and high-performance computing (HPC). Altair enables organizations in nearly every industry to compete more effectively in a connected world, while creating a more sustainable future. With more than 3,000 engineers, scientists, and creative thinkers in 25 countries, we help solve our customer’s toughest challenges and deliver unparalleled service, helping the innovators innovate, drive better decisions, and turn today’s problems into tomorrow’s opportunities.

Our vision is to transform customer decision making with data analytics, simulation, and high-performance computing.

For more than 30 years, we have been helping our customers integrate electronics and controls with mechanical design to expand product value, develop AI, simulation and data-driven digital twins to drive better decisions, and deliver advanced HPC and cloud solutions to support unlimited idea exploration. To learn more, please visit altair.com

Ready to go? #ONLYFORWARD   

At our core we are explorers; adventures; pioneers. We are the brains behind some of the world’s most revolutionary innovations and are not only comfortable in new and unchartered waters, we dive headfirst. We are the original trailblazers that make the impossible possible, discovering new solutions to our customer’s toughest challenges.

Altair is an equal opportunity employer. Our backgrounds are diverse, and every member of our global team is critical to our success. Altair’s history demonstrations a belief that empowering each individual authentic voice reinforces a culture that thrives because of the uniqueness among our team.