Executive Administrative Assistant

ASTEMO AMERICAS, INC.Administration & Facilities

Job Description:

Summary:  

The position is primarily responsible for providing administrative support to the executive team members and ensuring that their priorities are met while promoting a positive company image. Additionally, this position is also responsible for providing administrative support and performing a wide range of administrative and clerical functions in a timely manner consistent with corporate policy and legal guidelines.

Job Responsibilities:

• Professionally represent the executive team members when greeting guests, organizing company events, reviewing correspondence and responding to inquiries.
• Acts as the point of contact among executives, employees, clients and other external partners as needed.
• Maintains effective daily operations and makes suggestions for process improvements when necessary.
• Manages information flow in a timely and accurate manner.
• Manages executives’ calendars and schedules meetings while assisting to prioritize time sensitive matters.
• Plans & coordinates company events, executive travel, and meetings.
• Formats information for internal and external communication – memos, emails, presentations, reports.
• Develops itineraries and agendas including scheduling flights, arranging other transportation and book accommodations.
• Completes special projects as assigned by the executive. May include creative problem solving, progress oversight, working with multiple company departments and extensive company research.
• Purchase and maintain inventory of office supplies and coffee supplies.
• Actively seeks to improve professional skill set and capabilities through active engagement in industry status, partaking in educational opportunities and membership in relevant professional organizations.
• Ensures legal compliance in all responsible tasks within the department. 

Qualifications:

Knowledge, skills & abilities:

• Exceptional customer service skills and the ability to work with all levels of staff required.
• Excellent MS Office knowledge
• Ability to use discretion and maintain confidentiality as required.
• Outstanding organizational and time management skills
• Excellent interpersonal, organizational, verbal and written communication skills required. 
• Detail- and deadline-oriented multitasker
• Ability to make strong decisions under pressure
• This position performs job duties in an ethical and professional manner.

Education:   High school graduate or equivalent required.  Bachelor’s degree and/or professional certification preferred.

Experience:  7+  years prior work experience as an executive or administrative assistant, or similar role.

Working conditions:  Physical Demands:  Required to sit or stand for long periods of time. The employee may occasionally lift and/or move up to 25 pounds.

Travel: Domestic and international may be required as needed.

Equal Opportunity Employer (EOE) – Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender, identity, disability, protected veteran status and national origin.

At Astemo, we’re challenging the status quo with the power of diversity, inclusion, and collaboration. Our goal is to build an inclusive work environment that celebrates the differences of our employees. We want to ensure that every employee feels valued, respected and empowered. We don’t just accept difference—we celebrate it, we support it, and we thrive on it for the benefit of our employees, our products, and our community. Astemo is proud to be an equal opportunity employer.

If you need a reasonable accommodation to apply for a job at Astemo, please send the nature of the request and contact information to [email protected] when applying for the position.