Executive Assistant

Executive Assistant | Charlotte, NC 28277

At Aalberts integrated piping systems Americas, we have the best, most complete flow control device and connection technology portfolio in the industry. Our goal is to make it an easier and better buying experience by being the only organization that offers a complete line of flow control devices and piping systems solutions. We feature a full range of connections, including push, press, thread, groove, sweat, and crimp to fit your Commercial, Industrial, and Backflow Prevention needs. At Aalberts IPS, we recognize the importance of providing our employees with a good work environment and an excellent benefits package.

The Executive Assistant will provide administrative support to the Chief Executive Officer and the executive leadership team. The Executive Assistant will play a crucial role in managing the efficient operations of the overall headquarters office. In this role, you will oversee administrative and office duties, coordinate office activities/events, and arrange meetings and international and local travel. This position requires a high level of organizational & communication skills, planning, attention to detail, and the ability to handle diverse tasks. This role will support multiple time zones and an executive team with a global presence, including a hybrid schedule reporting to our Charlotte-based office.

Essential Duties and Responsibilities:

• Provide comprehensive administrative support to executives, including scheduling, organizing complex activities such as meetings, travel, conferences and departmental events. Keep executives well informed of upcoming commitments and follows up appropriately.
• Maintain and coordinate executive calendars, schedule appointments, meetings and conference calls, ensuring all necessary resources are available, with the ability to be flexible.
• Acts as a liaison with other departments and outside agencies, including high-level staff and executives.
• Plan and organize domestic and international travel arrangements for executives, including flights, accommodation, and itineraries.
• Manages sensitive and confidential information and provides clarification on policies as required.
• Share communication across departments via mass email.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, when requested, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, company emails, organizational announcements.
• Prepares expense reports, purchase requisitions, payment requests, and other standard forms and documents. Reconciles credit card purchases, including tracking purchases, reconciling monthly statements, obtaining signatures and receipts, and submitting to Accounting.
• Manages day-to-day office operations, including administration, kitchen and supply stocking, booking conference rooms, postage/shipping, office inventory, organizing workspaces, and facilities improvements. Ensures office and office equipment are clean, organized, and in good working order.
• Organizes office workflow by scheduling and coordinating staff, communicating essential information, and organizing/planning meetings and events with internal and external parties.
• Manages company reception to ensure timely and tactful telephone, email, face-to-face, and mail communications with internal and external contacts at all levels.
• Implement and maintain office policies and procedures.
• Coordinate with vendors and service providers to ensure the offices smooth operation.

Qualifications/Requirements:

• High School Diploma or GED required
• Associate's Degree in business or related field preferred.
• Previous experience supporting C-suite leaders, preferably with global travel and scheduling.
• Excellent time management, organizational, multitasking and customer service skills.
• High proficiency with Outlook, Teams and various Microsoft Office programs such as Word, Excel and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to interface with all levels of management within the company.

Desired Skills:

• Ability to make decisions and solve problems that are general in nature.
• Ability to work independently and as a team member with excellent interpersonal skills, emphasizing being proactive.
• Able to adapt to a fast-paced environment, accept new responsibilities, and achieve results, while supporting an office of diverse people.
• Previous experience handling highly confidential and sensitive information.
• Previous experience in a professional office environment that has an executive team presence.

Aalberts Integrated Piping Systems is an equal opportunity employer. At Aalberts IPS, we are committed to treating all Applicants fairly based on their abilities, achievements, and experience without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, or any other classification protected by law.