Executive Administrator Iii

Overview:
**WHO WE ARE**:
Ever wonder who brings the entertainment to your flights? Panasonic Avionics Corporation is #1 in the industry for delivering inflight products such as movies, games, WiFi, and now Bluetooth headphone connectivity

How exciting would it be to be a part of the innovation that goes into creating technology that delights millions of people in an industry that’s here to stay With our company’s history spanning over 40 years, you will have stability, career growth opportunities, and will work with the brightest minds in the industry. And we are committed to a diverse and inclusive culture that will help our organization thrive We seek diversity in many areas such as background, culture, gender, ways of thinking, skills and more.

We are seeking an Executive Administrator/ Coordinator to provide comprehensive administrative and operational support to our team, enhancing efficiency and effectiveness across various functions.

Key Responsibilities:

- Perform administrative tasks including purchase requests, recordkeeping, diary management, booking and meeting organisation, document distribution, and retrieval of packages or mail from delivery points.
- Coordinate day-to-day activities and logistics for department initiatives.
- Facilitate operational efficiency through administrative tasks, project support, research assistance, and internal/external communication.
- Attend meetings to record minutes, document attendance, catalog action items, and ensure information is distributed to key personnel and archived appropriately.
- Set up meeting rooms, manage schedules, and ensure increased attendance through direct communication with key attendees.
- Coordinate telephone and in-person meetings with third parties.
- Receive visitors, supervise check-in, and escort them per policy.
- Occasionally deliver paperwork to other locations and run local errands in support of the team.

Project-Related Activities:

- Conduct non-technical research and related tasks to support the team.
- Follow up on assigned action items to ensure timely completion.

Reporting and Documentation:

- Prepare and update a variety of periodic and special documents and reports.
- Proofread documents for accuracy, completeness, compliance with departmental policies, and correct English usage.

This role requires a proactive, detail-oriented professional with excellent organizational skills and the ability to manage multiple tasks in a fast-paced environment.

**Responsibilities**:

- Administrative
- Performance of administrative tasks, operational facilitation, project support, research assistance, internal/external communication, and other duties so as to increase the operational efficiency of the department/team.
- Perform administrative tasks such as purchase requests creation, recordkeeping, photocopying, document distribution, and retrieval of packages or mail from delivery points.
- Coordinate day-to-day activities and logistics for department initiatives.
- Attend key meetings with the express purpose of recording meeting minutes, documenting attendance, cataloging action items, and ensuring distribution of said information to key personnel and department archives.
- Set-up the use of meeting rooms, meeting schedules, and affect increased meeting attendance through direct communication with key attendees prior to meeting.
- Coordinate telephone and in-person meetings with 3rd parties.
- Receive visitors, supervise check-in with building receptionist, and escort visitor to/from meeting room per ISM policy.
- Occasionally deliver paperwork to the other Panasonic buildings and run local errands in support of team.
- Project Related Activities
- Perform non-technical research and other related tasks in support of the team.
- Follow-up on assigned action items to ensure completion.
- Reporting/Documentation Related Activities
- Prepare and update a variety of periodic and special documents and reports.
- Proofread documents for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.

Qualifications:
**EDUCATION/EXPERIENCE REQUIREMENTS**
- Educated to Bachelors Degree level or equivalent experience
- Demonstrable experience within a Coordinator or Executive Assistant function
- Experience of working within a global organization
- Demonstrable internal customer management skills

**KNOWLEDGE/SKILL REQUIREMENTS**
- Seasoned ability to communicate effectively, in English, both in writing and verbally to all levels of the organization, as well as external customers.
- Strong aptitude for time management combined with the ability to multiplex across different tasks/programs while tracking and maintaining issues.
- Ability to work independently and be assertive.
- Works on assignments that are moderately difficult, requiring judgment in resolving issues or in making recommendations.
- Normally receives little instruction on daily work