Executive Assistant - Functions

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.

• 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.