Administrative Assistant

Summary/objective:

• The Executive Administrative Assistant is responsible for providing high level clerical, basic, data analysis, and administrative support to senior staff within the organization.

Essential functions:

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Organizes meetings, including scheduling, sending reminders, and assisting with Trade Show coordination.
• Update company share folder and keep current.
• Input CRM data, ensure data has been updated and compliance is in place.
• Conducts research and prepares reports for senior staff, including gathering and analyzing data, summarizing findings, and making recommendations.

Additional Responsibilities

• Performs office tasks including maintaining records, communicating supply requests, and performing basic bookkeeping.
• CRM compliance across all customers and suppliers.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Arranges travel and establishes accommodation as needed for senior staff.
• Monitor company policies, (etc. Travel policy) for compliance.
• Manage sensitive matters with a high level of confidentiality and discretion regarding the company and its staff.
• Serves as a principle administrative contact and liaison with all company employees and external contacts.

Competencies:

• Must possess strong interpersonal skills and the ability to build positive relationships with colleagues, clients, and partners.
• Must possess proficient computer skills including extensive working knowledge of MS Office Suite.
• Possesses strong organizational skills and the ability to manage multiple tasks and priorities often under tight deadlines.
• Possesses excellent written and verbal communication skills, with the ability to communicate effectively with internal and external stakeholders, including staff, clients, and partners.

Work environment:

• Primarily in office
• Occasional weekend and evening work.

Physical demands:

• Up to 10lbs of force exerted occasionally.
• Up to 5lbs frequently
• Significant sitting

Travel required:

• Required to travel to unassigned facility a minimum of once per week and is based on company needs.
• Required occasional travel as requested by senior management for events, meetings, and client visits.

Required education and experience:

• High School diploma required, Bachelor’s degree in Business Administration or related field preferred.
• A minimum of 4 years’ related experience required, preferrable in a manufacturing environment.

Preferred education and experience:

• Ability to type a minimum of 50 words per minute.
• Certification as an Administrative Professional (CAP)