Project Coordinator / Executive Assistant

AESC is looking to add an Executive Assistant to our team in Bowling Green, Kentucky.

• Full-Time
• On-site
• Bowling Green, Kentucky

About AESC US LLC

AESC is an exciting, newly created global organization committed to solving the challenges of a sustainable future and becoming the leading supplier of full-value-chain battery solutions.

Our lithium-ion batteries can be found in nearly one million electric vehicles worldwide and have a stellar safety record of zero-critical issues.

AESC US is leading the way in battery technology. We design and manufacture EV battery technology for various electric vehicles and equipment.

We are working hard towards unlocking the full potential of sustainable energy and climate change mitigation. We will continue to build upon our successes and expand into new markets and industries, producing innovative and competitive products and technologies that advance the goal of a zero-carbon emission future.

AESC is headquartered in Japan and has battery manufacturing locations in Japan, UK, China, and the U.S.

AESC Mission

Our mission is to solve the challenges for a sustainable future. Together, we can make a meaningful impact.

About the Role

The Project Coordinator / Executive Assistant will be responsible for supporting site directors and project managers, ensuring that projects are completed on time and within budget.

The ideal candidate will have excellent organizational and communication skills, as well as the ability to multitask and prioritize effectively.

This role requires strong attention to detail and the ability to work well under pressure in a fast-paced environment.

What You Will Do

The following description of work to be performed by this individual is not intended to be all-inclusive. Rather, it focuses on the major tasks that must be accomplished.

• Manages calendars, schedules, and coordinates and prioritizes meetings and events to ensure directors' time is used efficiently.
• Handles incoming and outgoing communications on behalf of site leadership, if needed, including emails, phone calls, and correspondence.
• Drafts and reviews emails, reports and other documents for approval.
• Screens and directs inquires to the appropriate parties.
• Plans and coordinates travel arrangements, including flights, accommodations, and transportation.
• Prepares travel itineraries and ensures all necessary documents are in order.
• Assists in preparing meeting agendas, presentations and briefing materials.
• Attends relevant meetings to record minutes and follows up on action items.
• Organizes and maintains files, records, and related documents.
• Ensures document version control and confidentiality as needed.
• Helps plan and coordinate company events, conferences, and meetings.
• Arranges logistics, catering, and materials for events when necessary.
• Assists in monitoring and tracking departmental budgets and expenses.
• Processes expense reports and invoices for approval.
• Provides administrative support for construction projects, including document management and coordination with project teams.
• Interacts with vendors, suppliers, and contractors on behalf of the site leadership as needed.
• Assists in procurement processes and contract management.
• Handles information and maintains the highest level of confidentiality and discretion.
• Acts as a point of contract to resolve issues and inquiries in the absence of the Directors.
• Anticipates and addresses challenges proactively.
• Conducts research on various topics as requested by the Directors.
• Provides summaries and analysis of research findings.
• Collaborates with other departments and members of the team to ensure smooth operations.
• Assists with cross-functional projects and initiatives.
• Stays updated on industry trends, best practices, and administrative tools.
• Attends training or workshops as needed to enhance skills.
• Understands and follows all standards of IATF16949 and VDA 6.3 quality standards.
• Understands and follows all standards of ISO14001 environmental standards.

OTHER JOB DUTIES (Not considered essential to the job)

Performs all other related assignments (including special projects) as required in a professional and cooperative manner.

What You Need

The requirements listed below are the minimum requirements for the job. Reasonable accommodations may be made to enable individuals with disabilities who are otherwise qualified to safely perform the essential functions of the job, unless such accommodation would impose an undue hardship on the Company.

Minimum Qualifications Experience

• At least one-year prior experience in a clerical role or customer service role highly preferred.
• Fluent in Mandarin Chinese is required.

Minimum Qualifications - Education

• Associate's Degree in business, communications, or relevant field.
• Bachelor's degree is preferred.

Computer Skills and Required Software Experience

Advanced computer skills (Outlook, Excel, Word, PowerPoint); expertise and proficiency with basic office computer software.

Other required Knowledge, Skills, and Abilities :

• Ability to recognize safety concerns
• Strong written and verbal communication skills
• Strong coordination and judgment skills
• Strong Problem Solving skills
• Self-starter with the ability to work independently
• Ability to work under pressure and deadlines

Physical Requirements

The physical requirements described below are representative of those an employee must normally meet to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential job functions.

• Ability to remain in stationary position 75% of the time.
• Ability to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Ability to constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Ability to lift, push and / or pull up to 25 pounds.
• Ability to bend, lift and / or twist.

Work Environment

The work environment is primarily an automated manufacturing plant with a concrete floor and is characterized by some temperature extremes, moderate noise and forklift traffic.

The individual must be able to perform all essential functions as appropriate on the plant floor, in meetings, and with employees, management, customers and suppliers.

The Project Coordinator / Executive Assistant must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately, and without causing significant safety threat to self or others.

The statements made herein are intended to describe the general nature and level of work being performed by employees assigned to this job classification.

They are not intended to be construed as an exhaustive and inclusive list of all responsibilities, duties, and / or skills required of personnel so classified.

Travel :

Occasional domestic and international travel.

Equal Opportunity Employer

All of us at AESC - regardless of functional area or expertise - share a passion to design, manufacture, and sell high-performance products.

It is our policy to provide Equal Employment Opportunity (EEO) to all persons regardless of race, gender, disability, or any other status protected by law.

Candidates for this position must be legally authorized to work in the United States and will be required to provide proof of employment eligibility at the time of hire.