Office & Administration Associate, USA

We're JTI, Japan Tobacco International and we believe in freedom. We think that the possibilities are limitless when you're free to choose. In fact, we've spent the last 20 years innovating, creating new and better products for our consumers to choose from. It's how we've grown to be present in 130 countries.

But our business isn't just business. Our business is our people. Their talent. Their potential. We believe when they're free to be themselves, grow, travel and develop, amazing things can happen for our business.

That's why our employees, from around the world, choose to be a part of JTI. It is why 80% of employees feel happy working at JTI. And why we've been awarded Global Top Employer status, ten years running.

So when you're ready to choose a career you'll love, in a company you'll love, feel free to #JoinTheIdea.

Learn more:

This role is responsible for providing administrative support to the People & Culture (P&C) function, including but not limited to, expense reporting & submission, scheduling on-site and offsite meetings, coordination of special events, Purchase Request (PR)/ Purchase Order (PO) creation, and Car Fleet activities. Additionally, this role is required to handle all office administration activities (i.e. front desk support, mailing and carrier operation, office supply & maintenance etc.)

This role allows the opportunity to acquire knowledge and build high level of interaction with different stakeholders, in a dynamic environment.

Admin Support to People & Culture

• Assist with preparing reports, letters, spreadsheets, P&C presentations etc.
• Handle all P&C vendors administration including PR/PO creation and ensuring accurate & timely invoice payments to vendors, in line with JTI guidelines.
• Provide support to the Administration and Car Fleet Manager with vital regular follow-ups and reports related to car fleet management and required EHS activities and reporting.

Meeting & Events

• Schedule videoconference meetings, on-site/ off-site meetings. This includes sending invites, coordinating the catering, developing and distributing meeting agendas and take minutes of meeting, if and as necessary.
• Assist in preparing P&C, office, and company's events.

Travel & Entertainment (T&E)

• Coordinate travel arrangements for the P&C team/ events including car services, flights, hotel reservations etc.
• This also includes researching and coordinating logistics for the P&C team events including hotels, venues, and restaurants etc.
• Prepare and submit T&E expenses, if and as needed, according to the Company's Travel & Entertainment policy.

Office Management:

• Track and order office supplies, while ensuring office equipment is working properly (coffee machines, copier, etc.).
• Maintain and order kitchen supplies and equipment, including snacks, drinks and coffee machine supplies.
• Ensure maintenance and cleanness of the office premises, at all times, through coordinating with the building management and cleaning team.
• Maintain updated employees' nameplates and create /disable office badges for new/ exiting employees.
• Run and distribute monthly office access logs.
  
  

Front Desk Management:

• Answer and direct incoming calls and greet visitors.
• Establish and maintain positive working relationship with external vendors.
• Handle correspondence and packages including daily mail pick-up and distribution, process mail delivery to be sent out or shipped, in addition to coordinating with employees across entities to circulate information as needed.

Who We Are Looking For

A dynamic, enthusiastic, and result-oriented person, with:

• 2-3 years' experience of executive administration/ assistance in mid/ large corporation.
• Experience in working with GBS on various HR activities
• Proficient skills in Microsoft Office applications (i.e. PowerPoint, Excel, Word, Outlook)
• Ability to work independently and as part of a team, with proven experience of cross-functional collaboration.
• Experience demonstrating ability to communicate efficiently across the organization.
• Demonstrated organization, planning and time management skills
• Fluency in English language
• High integrity and sense of responsibility
• Demonstrated flexibility & adaptability skills.
• Proven experience of effective working in culturally diverse environment
• Proven working knowledge of HR systems (i.e. SAP, SuccessFactors) is advantageous
• A Bachelor's degree/ Diploma in Business Administration or Human Resources is advantageous

In JTI USA, we are proud to be recognized as Top Employer and awarded the Global Equality Standards certificate as we continue our dedication to equal pay and equal opportunities.

Our culture is what makes JTI USA a fun and exciting environment to work in. We value integrity, trust, empowerment, and freedom - freedom of choice, freedom of thought, freedom of expression, and freedom to be yourself.

We ask for accountability, ownership, results, and collaboration.

And we care for our people's well-being - In addition to the salary, you might want to enjoy the following:

• Annual Performance based Bonus
• Employee Stock Purchase Plan
• Personal Development
• Medical/ Dental & Vision Plan for employee & family members.
• Life insurance
• Matching 401(K)
• Paid Time Off (PTO)
• Paid Family Leave of 20 Weeks
• Short-Term & Long-Term Disability
• Education/ Tuition Assistance
• Flexible Dress Code
• Hybrid Work Setup
• Snacks & Drinks
• Office Parties
• Volunteering Activities
• Employee Assistance Program - counseling, for employees & family members.

In addition to other perks & benefits (i.e. fitness/ wellbeing activities, employee discounts, service awards, recognition program, etc.)