Executive Assistant - Functions

Job Schedule

Job Description

• The opportunity
• The Executive Assistant provides high-level administrative and operational support to the Business Unit Chief Financial Officer (CFO) and the Business Unit Global Head of HR.
• This role ensures smooth daily operations, manages complex schedules and calendars, prepares executive materials, and coordinates key business cycles across Finance and HR.
• The ideal candidate is organized, detail‑oriented, proactive, and able to manage sensitive information with the highest level of confidentiality.
• How you’ll make an impact
• Manage complex calendars, prioritize meetings, and ensure optimal use of executive time for the CFO and Head of HR.
• Coordinate domestic and international travel and handle Concur expense reports with accuracy and compliance.
• Organize meetings end-to-end, including agendas, minutes, follow-ups, and logistical arrangements.
• Prepare briefing materials, presentations, reports, and review decks for Finance and HR.
• Support onboarding for leadership team members and assist with Finance (month-end, quarter-end, budgeting) and HR cycles (talent reviews, engagement surveys).
• Publish leadership communications on Viva Engage in collaboration with Internal Communications.
• Assist with special projects, research, data collection, and cross-functional coordination.
• Serve as a key liaison across HRBPs, Finance, IT, and other support functions.
• Manage office supplies, workspace logistics, and visitor coordination while maintaining a professional environment.
• Handle confidential financial, employee, and business information with integrity and discretion.
• You will be responsible for ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy’s core values safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

Your Background

• Bachelor’s degree in business administration, Communications, or equivalent professional experience preferred.
• Minimum 5+ years of experience supporting senior leaders; experience supporting Finance or HR executives is an added advantage.
• Strong proficiency in Microsoft 365 (Outlook, PowerPoint, Excel, Teams, SharePoint).
• Hands-on experience with Concur for travel and expense management.
• Excellent communication, organizational, and stakeholder‑management skills.
• Ability to manage multiple priorities, work under pressure, and handle sensitive information with discretion and professionalism.
• High attention to detail, accuracy, and the ability to anticipate needs proactively.
• Demonstrated ability to work independently and adapt in a fast‑paced environment.
• Strong interpersonal skills and the ability to build effective working relationships across teams.
• Commitment to confidentiality, integrity, and maintaining a high level of professionalism at all times.
• **Qualified individuals with a disability may request a reasonable accommodation if you are unable or limited in your ability to use or access the Hitachi Energy career site as a result of your disability.
• You may request reasonable accommodations by completing a** **general inquiry form** **on our website.
• Please include your contact information and specific details about your required accommodation to support you during the job application process.**
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