Executive Assistant

Job Description

Position Title: Executive Assistant Department: Administration Company: Philippi-Hagenbuch, Inc. Supervisor: CEO Location: 7424 W. Plank Rd., Peoria, IL 61604 FLSA Status: Exempt Salary: From $50,000 Effective Date: May 22, 2025

Our Expectations

As an Executive Assistant at PHIL, you should be strong at juggling, problem solving, anticipating needs and providing rock-star customer service; you contribute to building a future where innovation, collaboration, and care define every interaction-internally and externally. You will play a vital role in supporting the daily operations that enable our teams to build purpose-driven solutions for clients around the world. You will shoulder a wide range of responsibilities, helping ensure smooth internal operations, timely communication, and consistent follow-through that supports our team and clients. Whether organizing information, assisting with tasks in other departments, and supporting the CEO's needs, your efforts help build meaningful infrastructure that empowers others to do their best work.

From navigating complex schedules to streamlining communication systems, you thrive on the challenge of finding efficient, people-centered solutions to everyday problems. In every interaction-with visitors, team members, partners, or job applicants-you represent our values of kindness, professionalism, and understanding.

Primary Responsibilities

Greet and assist visitors.

Plan and coordinate associate travel (which will require occasional after-hours and weekend coordination).

Coordinate incoming/outgoing mail, packages, and courier needs.

Procure and maintain all supply levels: office, break room, janitorial.

Assist with internal communication materials, signage updates, and event coordination.

Provide general administrative support to departments (e.g., scanning, note-taking, label creation).

Ensure a welcoming office environment by maintaining decor, plant care, and holiday decorations.

Maintain and distribute internal contact directories and assist with the BRAVO recognition program.

Run errands as needed.

Participate and document activities and schedules for the various committees within the Company.

Qualifications, Success Traits and Requirements

Strong interpersonal skills with a professional, friendly demeanor.

Exceptional attention to detail, organizational skills, and confidentiality.

Proficiency in Microsoft Office programs including Excel, Word and PowerPoint.

Skilled in utilizing office equipment efficiently.

Strong Comfort with technology advancements such as AI platforms.

Ability to adapt to changing priorities and practice timely follow-through.

Confidentiality and Drama Free are very important.

Self-Directed and Proactive.

Willingness to do what it takes, with no job task being above or beneath you.

Valid driver's license and willingness to travel locally for errands or training.

Physical capability to perform light lifting and remain seated or standing for extended periods.

Work Environment & Expectations

Primarily office-based in a climate-controlled, smoke-free environment.

Occasional visits to the Welarco Fabrications shop floor, with adherence to health, safety and PPE protocols.

Requires clear written and verbal communication across all levels of the organization.

Supports a culture of respect, patience, and problem-solving under pressure.

Together, we build the future-by helping you haul, solving what matters, and carrying the load for one another.

Join us in building a workplace that thrives on integrity, creativity, kindness and care.

Full-time