Executive Assistant

SUMMARY

The Executive Assistant serves as a trusted business partner to the Business Unit Director, Controller, and Executive Leadership Team. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing confidential information with discretion and professionalism.

ESSENTIAL JOB FUNCTIONS

• Provide administrative and clerical support to the Business Unit Director and Controller.
• Maintain Executives’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinate travel arrangements, itineraries, agendas and expense reports.
• Plan and arrange meetings, conferences and company hospitality events.
• Host and organize logistics related to customer and VIP meetings/visits.
• Maintain detailed records and files.
• Assist with dissemination of communications, ensuring accuracy and timely completion.
• Provide Marketing communications support including PowerPoint presentations, collateral and tradeshow/exhibition assistance.
• Assist in planning and executing company meetings, recognition activities, and other company events.
• Maintain the highest level of confidentiality concerning company, employee, customer, and financial information.
• Support special projects, strategic initiatives, employee engagement activities and other duties as assigned.
• Oversee daily office operations and administrative functions ensuring an efficient, professional, and well-organized business environment.

SUPERVISOR RESPONSIBILITIES

This role does not include direct supervisory responsibility for other employees. However, it provides opportunities for professional growth and advancement.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE  

• Bachelors’ Degree or equivalent experience.
• Superior Microsoft Office skills, including Outlook, Word, PowerPoint & Excel.
• Minimum of three years’ experience as an Executive Assistant working with Senior Leadership.

LANGUAGE REQUIREMENTS

• Excellent verbal and written communication skills in English.

JOB SKILLS

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams).
• Experience creating professional presentations, reports, correspondence, and executive communications.
• Skilled in coordinating executive-level meetings, travel, events, and VIP/customer visits with exceptional attention to detail.
• Exceptional organizational, planning, and time management skills with strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong business acumen and understanding of organizational priorities and objectives.
• Self-motivated with sound judgment, initiative, and the ability to work independently. 
• Proven ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong business acumen and understanding of organizational priorities and objectives.

WORK LOCATION AND SCHEDULE

This position is based on-site in the office and follows regular business hours, with occasional need for after-hours availability to include evenings or weekends.

PHYSICAL DEMANDS

As part of their job duties, the employee must be able to sit, stand, and walk throughout the day while frequently using their hands to handle objects and communicate verbally. Additionally, they may need to reach, stretch, push, pull, crouch, stoop, and occasionally lift objects weighing up to fifty (50) pounds. This role requires specific vision abilities, including close, distance, color, peripheral vision, depth perception, and the ability to adjust focus. According to ADA regulations, reasonable accommodation will be provided to ensure that individuals with disabilities can perform the job's essential functions.

WORK ENVIRONMENT

This is an air-conditioned work environment where employees have desks or cubicles and work in a fixed location. The physical environment is usually comfortable, well-lit, and equipped with the necessary facilities and hardware. The company culture is a culture of teamwork, communication, continuous improvement, business casual, strategic, and goal-oriented. The working conditions are stable, predictable, and secure.

PERSONAL PROTECTIVE EQUIPMENT REQUIREMENTS

• ASTM F–2412–2005, ANSI Z41–1999, or ANSI Z41–1991 rated safety toe shoes in specific areas.
• Clear ANSI Z87.1 safety-rated glasses in specific areas.

EXPORT COMPLIANCE DISCLAIMER

This position includes access or potential access to ITAR and EAR (Export Administration Regulations) technical data. Therefore, candidates must qualify as US Persons, defined as US Citizens or Permanent Residents (Green Card Holders).

TRAVEL

Travel is generally not required for this position; <5% of travel is expected.