Executive Assistant

Overall Purpose: Why the Job Exists & What You Will Do:

The Executive Assistant helps the President of the company with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the President with his job. The ideal candidate is a detail-oriented self-starter who exhibits sound judgement with ability to prioritize and make decisions; who thrives in a fast-paced environment; who is energetic and eager to tackle new projects and ideas; who is a team player capable of cultivating productive working relationships across the company.

Essential Job Functions & Expected Outcomes: Your Accountabilities in the Role:

Work directly with the President to support all aspects of his daily work routine.

Maintain the President’s calendar, including scheduling meetings, appointments, and travel arrangements.

Keep the President advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Draft, review and send communications on behalf of the President.

Organize and prepare for meetings, including gathering documents and attending to logistics of meetings

Answer and respond to phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolutions.

Prioritize emails and respond when necessary.

Handle printing, faxing, mail/overnight packages, copying, filing, and any other clerical duties.

Maintain various records and documents for the President.

Maintain confidential and sensitive information.

Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

Complete a variety of special projects including creating PowerPoint presentations, spreadsheets, special reports, and agenda material.

The job criteria may include other duties, responsibilities and activities, which may change or be assigned at any time with or without notice.

Requirements

Position Requirements:

Education: High school or equivalent

Experience: Office Administrative: 2 years

Certification(s): N/A

Functional Skills:

Resourceful with can-do attitude.

Must have strong attention to detail and organizational skills.

Excellent time management skills and able to meet deadlines.

Ability to multitask.

Basic understanding of frequently used computer software and programs, such as Microsoft Office.

Ability to work independently and closely follow directions is essential.

Excellent interpersonal skills.

Technology Aptitude/Skills: Proficient in Microsoft Office.

Language Skills: Excellent verbal and written communication, strong ability to create/write work instructions and train others.

Leadership/Behaviors: Solid collaboration skills, ability to listen to ideas, others, and implement the best enhancements, ability to work with others, be open minded to ideas and try new things. Ability to be positive, conceptualize, and initiate projects effectively. Versatility/flexibility is also key to perform various portions of multiple projects.

Culture Match Behaviors: Respectful, honest, and steady personality who handles situations with optimism yet holds people accountable; good listener who can be flexible and invoke great ideas to make the best decisions and agile to move from project to project, or department, to help the organization grow and develop.

Core Values that Apply to All Positions:

Safety Focused

Tenacity

Hard Work

Selflessness • Teamwork

Peaceful Coexistence

Patience

Perseverance

Equipment Used:

This role routinely uses standard office equipment such as computers, phones, electronic devices, photocopiers, filing systems/cabinets and fax machines.

Physical Requirements to Perform Essential Functions:

Ability to operate a motor vehicle, as required for travel in the role

Ability to stand for up 2+ hours in one session

Ability to sit at desk for 8 hours per day

Ability to operate keyboard and view computer screen as needed throughout the day

Ability to write ideas/information in a logical flow as needed throughout the day

Ability to read and respond on an on-going basis daily due to nature of the work, throughout the day

Ability to communicate with others via phone, in-person, and computer on-going

Ability to listen to customers, employees and peers, problem-solve, and respond accordingly

Ability to read, write and speak English fluently

Ability to sit, stand, walk, bend, stoop, kneel, crouch, reach, squat, twist, push, pull, and carry items frequently

Lifting up to 25 lbs. sporadically

Environmental Conditions & Travel:

The employee is regularly exposed to an office and manufacturing environment with moderate noise. The employee is occasionally required to wear suitable Personal Protective Equipment while visiting manufacturing departments, such as safety glasses.

This position may face inclement weather conditions when traveling.

Travel: Limited, less than 5%