What are the responsibilities and job description for the Executive Assistant position at KUKA?
SUMMARY
Reports to the US President and supports the US VP of Sales. Works with all management teams involved to successfully assist in executing and implementing strategies across the company by providing materials, technological support, and coordination within deadlines. Administrator of US timekeeping system and key contact for submission of system issues for US. Promotes efficiency improvements and responsible for travel, time, and expense management. Maintains a high level of confidentiality and utilizes sound judgement and discretion in day-to-day responsibilities. Under minimal supervision, proactively prioritizes and manages a variety of multi-departmental tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Travel, Time, and Expense Management, provides travel policy, timekeeping, and expense process training for all new employees reporting directly to President and VP of Sales
- Timekeeping administration
- Back up for new user set-up
- Back up for user deactivation
- Project creation backup
- Project access
- PTO modifications
- Approval plan set-up
- Ad hoc report requests
- Manages organizational charts and corporate presentations.
- Manages assigned projects, meetings, workshops, and corporate events.
- Manages regular cadence of company meetings (hosting, scheduling, taking, and distributing minutes)
- Calendar management of respective Executives
- Supports on-site customer visit organization (conference room setup, lunch, notice to employees, welcome TV).
- Incoming mail distribution
- Reconciles and generates PO requests for respective purchases
- Employee Events Committee leader
- Manage bereavement communications / order flowers and process donations
- Works cross-functionally with all departments to achieve strategic and operational goals
- Maintains systems, records and reports that enable the respective Executives to operate efficiently
- Onboarding/Offboarding of direct reports of President and VP of Sales
- Developing and managing communication, documents, and process improvement within Microsoft Teams
- Professional interface with internal / external customers
- Organize customer visits and special events.
- Travel coordination and scheduling arrangements (flights, hotel, transportation, etc.)
- Professionally maintain confidential data, information, and concepts.
- Travels as needed to support President/VP of Sales for business activities
- Coordinates with other Executive Assistants on a variety of tasks
EDUCATION and/or EXPERIENCE
- Associate degree and three years of related administrative experience or an equivalent combination of experience and education.
- Proficiency in Outlook, Word, Excel, PowerPoint, Internet, E-mail, SharePoint, Journyx or equivalent are essential.
- Requires experience with international travel arrangements, expense reports, event planning, customer relationship-building and management of multiple priorities.
- Organizational skills and the ability to maintain confidentiality are required.
KUKA is an Equal Opportunity Employer committed to building an inclusive and diverse workforce. All qualified applicants will receive consideration for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability status, protected veteran status, or any other factor protected by applicable federal, state or local laws.