Executive Assistant/Office Coordinator

Job Description

Executive Assistant/Office Coordinator

Department:

HR & Corporate Culture

Reports to:

Sr. HR Manager

Location:

Wendell, NC

Position Status:

Full-Time

Status:

Salary/Exempt

Management Level:

Non-Management

JOB SUMMARY

KIOTI Tractor, a leader in the design and manufacture of compact tractors, utility vehicles, turf care, and compact construction equipment, is seeking an Executive Assistant/Office Coordinator to join their team onsite in Wendell, NC. This individual will provide support to both the CEO and Deputy CEO as well as provide assistance to the Office Manager in business administration, event support, and general administrative support.

KEY RESPONSIBILITIES OF JOB

Manage professional and personal scheduling for CEO and Deputy CEO, including agendas, mail, email, calls, travel arrangements, etc.

Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the Executive team.

Manage, coordinate, and arrange Executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination.

Coordinate Executive functions, coordinate hospitality needs, and host company guests as needed.

Ensure Executive hospitality needs are met during all company functions.

For external events create itineraries, arrange transportation and all Executive and VIP guest travel needs.

Maintain professionalism and strict confidentiality with all materials, and always exercise extreme discretion.

Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects in support of the Executive team and organizational goals as needed.

Draft and prepare correspondence for internal and external announcements.

Manage communication between upper management and employees, liaising with internal and external Executives on various projects and tasks.

Plan and orchestrate work to ensure the senior Executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

Conserve the Executives’ time by reading, researching, collecting, and analyzing information as needed, in advance.

Perform administrative and office support.

Complete personal errands for the Executive team as needed.

Manage Expense and Tax reports for the Executive team on a consistent basis.

Manage schedules for conference and community spaces, assisting department leads with set up and break down of meetings in conference rooms.

Assist in coordinating employee events such as company holiday party, employee appreciation, etc.

Monitor and order supplies for Executive Lounge, as well as keeping the Lounge clean and fully stocked; sometimes needed to go on company shopping trips.

Assist Day Porter with the regular maintenance and restocking of breakrooms; manage food supply in office common spaces (fruit, bread station, etc.) as needed.

Distribute mail to appropriate individuals within the office.

Assist with department projects as needed.

EDUCATIONAL AND PHYSICAL REQUIREMENTS

Bachelor’s degree is required.

4 years’ experience in an administrative role directly reporting to senior management.

Strong, professional written and verbal communication skills.

Bilingual in English and Korean highly desired

Ability to take initiative independently, proactively, and driven by personal motivation.

Ability to listen actively and express ideas clearly with a positive attitude and empathy.

Ability to communicate with individuals from diverse backgrounds and cultures.

Ability to function well in a fast-paced environment.

Be responsive to emails/texts/phone calls, with contact outside of normal business hours.

Excellent organizational skills and ability to multi-task.

Ability to maintain confidentiality of sensitive matters.

Strong proficiency with the following applications: Microsoft Office, Word, Excel, Outlook, Power Point