What are the responsibilities and job description for the Executive Assistant position at Forbo Movement Systems?
About Company:
About us
Since 1919, we at Forbo Movement Systems have been the specialists for high-quality conveyor and processing belts, versatile plastic modular belts, homogeneous conveyor belts, efficient power transmission belts and precise timing and flat belts. Our innovative solutions for production, material flow and logistics contribute significantly to the competitiveness of our customers. In addition to our focus on quality and innovation, we consistently focus on sustainability. Through continuous improvements, we also support the sustainability efforts of our customers.
About the Role:
The Executive Assistant plays a critical role in supporting senior leadership by managing complex calendars, coordinating travel arrangements, and facilitating seamless communication across departments. This position ensures that executives are well-prepared for meetings and engagements by organizing materials, preparing presentations, and handling confidential information with discretion. The Executive Assistant acts as a liaison between executives and internal or external stakeholders, streamlining administrative processes to enhance productivity. By anticipating the needs of the executive team, this role contributes to efficient decision-making and smooth daily operations. Ultimately, the Executive Assistant enables leaders to focus on strategic priorities by providing comprehensive administrative and organizational support.
Minimum Qualifications:
- Proven experience as an Executive Assistant or in a similar administrative role supporting senior executives.
- Proficiency in Microsoft Office Suite, including Word and PowerPoint.
- Strong organizational and time management skills with the ability to manage multiple priorities effectively.
- Excellent written and verbal communication skills.
- Ability to handle sensitive information with confidentiality and professionalism.
Preferred Qualifications:
- Experience working in a fast-paced corporate environment within the United States.
- Familiarity with advanced calendar management tools and travel booking platforms.
- Certification in administrative assistance or executive support (e.g., Certified Administrative Professional).
- Demonstrated ability to work independently and proactively anticipate executive needs.
- Experience supporting multiple executives or departments simultaneously.
Responsibilities:
- Manage and maintain executives' calendars, scheduling meetings, appointments, and events with attention to detail and priority.
- Coordinate complex travel arrangements including flights, accommodations, and itineraries to optimize time and resources.
- Prepare, edit, and format presentations and documents using Microsoft Office tools, particularly PowerPoint and Word.
- Arrange and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
- Provide general administrative assistance such as handling correspondence, managing files, and supporting ad hoc projects as needed.
Skills:
The required skills such as calendar management and travel arrangements are essential for organizing the executive's schedule and ensuring efficient use of time. Proficiency in Microsoft Office Word and PowerPoint enables the Executive Assistant to create polished documents and presentations that support executive communications. General administrative and executive administrative skills are applied daily to manage correspondence, coordinate meetings, and maintain organized records. The ability to arrange meetings and maintain calendars requires attention to detail and strong multitasking capabilities. Preferred skills like familiarity with advanced tools and proactive problem-solving enhance the assistant's ability to anticipate challenges and streamline executive workflows.