Job Description

Executive Assistant Manufacturing Company

EXCEL, MICROSOFT AND SPANISH A MUST.   $75K

Exciting and rewarding opportunity for an Executive Assistant! This is an excellent chance for a highly motivated and self-directed individual to join a stable and reputable manufacturing company specializing in engineered mechanical components.

FAST PACED ORGANIZATION, TEAM SPIRIT, NICE PLACE TO WORK.

The Executive Assistant provides administrative support to the executive team. The Executive Assistant serves as a liaison to the board of directors and other senior managers, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. 

The Executive Assistant must be creative and enjoy working in a busy and dynamic work environment that is mission-driven, results-driven, and customer service-oriented. They must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, as well as the ability to maintain a realistic balance among multiple priorities.

Qualifications/Experience:

• Minimum of 2 years of college education (preferred but not required).
• 3–5 years of relevant experience.
• Strong organizational skills with a commitment to meeting deadlines.
• Excellent verbal and written communication skills.
• Detail-oriented and able to thrive in a fast-paced office environment.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and Concur.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Completes a broad variety of administrative tasks for the executive staff, including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence (sometimes confidential), arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Arranges travel for all staff members.
• Completes expense reports for the executive staff.
• Plans, coordinates, and ensures the executive staff's schedule is followed and respected. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive staff’s time and office.
• Serves as a bridge for smooth communication between the executive staff, office, and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the executive staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," staying aware of issues within the organization and keeping the executive staff updated.
• Creates daily, monthly, and quarterly sales and order reports for the Director of Sales.
• Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often under deadline pressure.
• Assists in coordinating the agenda for senior management team meetings, off-site meetings, and all-staff meetings as required.
• Orders office supplies.
• Organizes and coordinates companywide activities as instructed by the Director of Human Resources.

Some duties include:

• Assists with or handles corporate clients and guests, including greeting scheduled visitors, directing them to the appropriate area or person, and arranging necessary accommodations.
• Answers phones to assist the customer service department.
• Runs personal errands as needed.
• Orders lunch for the executive staff.
• Ensures the kitchen is stocked with milk and utensils.
• Sets up the conference room when visitors are expected.

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