What are the responsibilities and job description for the Executive Assistant position at BlastOne?
Overview
BlastOne is a business that is growing fast globally and looking for top talent to join our dynamic and fast paced family!
What makes us great is phenomenal staff who fit our fantastic culture! We believe in paying well and offering great benefits to attract the best talent.
What we do: BlastOne is a leading global supplier of Abrasive Blasting and Painting Facilities to a range of different industries.
Hiring fantastic people is our key to growth. We hire top talent who shares our values!
The Role
To assist driving the business forward by acting as the administrative assistant for the BIS Infrastructure leadership team.
This role is intended to remove administrative burden from the BIS Infrastructure leadership team, freeing them up to focus on “mission critical” or “high impact” activities. This requires close collaboration with the leadership team to define priorities and determine the best way to get the necessary tasks completed.
Time & Calendar management is crucial – owning the leadership team’s schedules, protecting zone times, and preparing materials for meetings.
Another critical piece of this role is to act as a Follow Up Manager within the BIS Infrastructure team. In the course of business growth and strategy execution, there are a myriad of tasks that are required to be completed by the team. Consistent follow up of open tasks is proven to drive business growth.
Act as a meetings facilitator for designated meetings
- Send around Outlook invitations and manage attendee coordination
- Prepare agendas in consultation with leadership team
- Attend meetings and capture action items and follow-ups
- During meetings, compile meeting minutes, prepare task lists and circulate documents after the meetings
- Track completion of assigned action items
- Support onboarding logistics for new team members
- Assist with company events, meetings, and or off-site coordination
Administration of calendars
- Schedule meetings per request
- Resolve scheduling conflicts
- Coordinate across departments and time zones
- Protect executive focus time when appropriate
Project Assistance
- Assist leaders as needed
- Prepare Documents, Presentations and Spread sheets
- Support reporting and data organization
- Maintain organized digital filing systems
Expense Reports
- Assist leaders with expense reports, as requested
Team Assistance
- From time to time some of the team may need Administrative Assistance. This could be anything from creating binders for presentations to event or training coordination.
Travel Support
- Coordinate business travel arrangements such as flights, hotels, and itineraries
- Provide private travel support as requested
- Manage on-site visit logistics for customers or partners
Compliance, Security & Credential Tracking
- Track and manage employee badging requirements for various projects
- Oversee and track security clearance processes including applications, renewals, and record keeping
- Maintain confidentiality of sensitive records
Other duties as assigned.
Work Environment
- Working from open plan office
- Occasional travel may be requested
Work SCHEDULE
- Standard Work week M-F 7:00AM to 5:00PM
Required Skills/Qualifications
- Minimum 5 years of Executive Leadership Administrative Assistance
- Customer Service Background
- Office Management
- Must have a High School Diploma, Degrees in Business preferred
- Customer Service Focus – Internal / External
- Must have EXCELLENT written and verbal skills.
- Must have and exude and extremely high level of task / project ownership
- Must be able to demonstrate excellent organizational & critical thinking skills
- Must have a high sense of urgency
- Must be able to demonstrate ability to effectively communicate at all levels
- Must be able to demonstrate strong attention to detail
- Must be socially skilled
- Must be able to demonstrate excellent task and time management skills
- Trustworthy with confidential information
- Must have excellent proficiency with the primary Microsoft Office Suite
- Remote Meeting Technology Experience (Zoom, Microsoft Teams, Skype, WebEx)
The Perks working at BlastOne
- Great family culture with a meaningful mission
- Flexible time off
- Generous 401k policy
- Industry leading Health Insurance & benefits program
- Ability to put your personal stamp on the success of a company
- Incredible opportunities to grow within the company and the industry, both your responsibilities and compensation
Personality / Core Value Requirements
BlastOne is a unique company. We have a strong, close-knit team of hard working, caring professionals who have a passion for supporting our customers. We are a third-generation family business, and we are dedicated to growing for generations to come. To accomplish this, we take great effort to ensure that the members we add to our team will contribute positively to the great culture we already have.
We’re happy – but we spell it HAPIEE which is an acronym for our core values and beliefs:
- H: Humility – it is the team that wins - no one is better than anyone else on the team. My success is just as much the result of others I work with.
- A: We’re Agile – we move and work quickly and are flexible – we change quick.
- P: We’re positive, outgoing and Passionate! Our favorite phrase is ‘CAN DO!’
- I: We act with Integrity at all times. We are respectful and courteous. We do the right thing.
- E: We Execute – we do what we say we will do. Action is better than inaction.
- E: We always operate with Excellence and with a hard work ethic.