Executive Assistant

Job Description

Summary

We are seeking a knowledgeable, dedicated, and highly detail-oriented Executive Assistant (EA) to provide comprehensive support to the President of our company. The EA will manage the daily operations of the Executive Offices, coordinating schedules, communications, and projects essential to the company's mission.

Position Type

· Full-time, in person, salaried exempt

Position Accountable To

· President

Job Duties and Responsibilities

· Manage the President's calendar, scheduling meetings, appointments, and conference calls.

· Handle incoming and outgoing communications, including emails, on behalf of the President.

· Coordinate international and domestic travel arrangements for the President and management team.

· Anticipate the President's needs proactively, addressing them before they arise.

· Transcribe accurate minutes for company meetings and distribute them promptly.

· Oversee the companywide training programs from development to evaluation.

· Prepare the President's monthly expense reports accurately and on time.

· Compile and analyze data for tracking business trends.

· Manage critical projects to advance organizational goals.

· Assist in resolving customer complaints and completing complex surveys and applications.

· Plan, execute, and evaluate company-sponsored events, making recommendations for improvement.

· Arrange catering for business meetings and events.

Human Resources

· Assist in conducting recruitment activities, including screenings, interviews, and pre-employment assessments.

· Serve as an expert on the company's medical insurance plan.

· Ability to collaborate with legal counsel to ensure compliance of the Employee Handbook with local, state, and federal laws.

· Assist in making key decisions on hiring, employee relations, and benefits.

· Draft disciplinary actions for violations of company policies.

· Assist in researching and provide executive management with updates on advancements in employment law.

· Collaborate with employment agencies as necessary for recruitment and hiring.

Qualifications + Skills Required

· Bachelor's degree from an accredited university.

· Strong usage skills and thorough understanding of Microsoft Word, Outlook, Excel, and PowerPoint.

· Prior experience in proactive calendar management.

· Excellent written communication skills.

· Ability to maintain confidentiality.

· Neat and organized workspace.

· Ability to work independently and in a team.

· Adaptability to changing priorities.

· Always maintain positive attitude and willingness to go the extra mile.

· Strong relationship-building skills.

· Excellent attention to detail.

· Familiarity with AI tools and their practical applications in the workplace.

· Reliable transportation.

· Great attendance record.

Preferred Knowledge/Experience

· Bilingual in English/Spanish a plus.

· Prior experience working in a manufacturing environment a plus.

· Ability to transcribe dictation at 60+ WPM.

· Familiarity with the California Labor Code a plus.

Company Description

Hixson Metal Finishing is a premier metal finishing company whose vision is rooted in excellence, integrity, and accountability. From our original location in Newport Beach, California, we have worked diligently since 1960 to demonstrate just how far these values extend by providing a broad range of services to the military, aerospace, and commercial aircraft communities with competitive prices, timely delivery, and outstanding quality.

We offer more than 80 finishing processes that run the gamut from simple “rack-and-run” jobs to very complex multi-process jobs, including anodizing, precious metals, cadmium and nickel plating, non-destructive testing, painting, and many more. A great source of pride for us is our persistent pursuit of improving our current processes and our willingness to develop new and innovative methods and technologies to meet the needs and expectations of our customers.