What are the responsibilities and job description for the Executive Assistant position at Metal Technologies?
Who We Are:
Metal Technologies is a premier metal casting company that uses modern technology and a highly productive workforce to produce the best quality product. Since 1997, we have been a privately held, family-owned company. Metal Technologies produces high quality gray iron, ductile iron, austempered ductile and value-added machining for a variety of industries. Each foundry has unique processes and capabilities that complement specific product families and specifications. As a growing company, Metal Technologies offers a wide range of challenging and exciting career opportunities. If you are looking for a progressive company that promotes and rewards individual achievement, consider applying for a position with us.
MTI is committed to building and maintaining a culture of excellence through an adherence to our values:
- Faith.We honor God in everything we do.
- Family. We are family.
- Spirit.We can do this.
- Grit.We enjoy getting our hands dirty.
- Vision.We create opportunity.
- Rigor.We focus on process.
We offer a diverse and inclusive variety of benefits. At MTI we believe that taking care of our employees means to ensure that they can live healthy balanced lives which results in better work performance.
The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development. This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs.
The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency.
Principle Duties and Responsibilities:
Executive & Leadership Support
- Maintain and coordinate the President/CEO’s calendar, meetings, and scheduling priorities
- Organize and support executive and Board meetings, including agendas, materials, room setup, and catering
- Coordinate executive communications, correspondence, and document preparation
- Organize, maintain, and update customer, competitor, and executive files
- Scan, file, and manage executive records and business cards
Office Administration & Operations
- Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup
- Answer and route incoming calls; greet visitors and direct them appropriately
- Monitor front desk activity, deliveries, and package distribution
- Order and manage office, kitchen, and mailing supplies
- Maintain general office organization, conference rooms, and common areas
- Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail
- Prepare and manage FedEx and USPS shipments
Legal, Compliance & Records Support
- Prepare and process NDAs, legal forms, credit applications, and compliance documents
- Coordinate legal billing approvals and routing to Accounts Payable
- Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries
- Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation
- Organize and maintain both digital (SharePoint) and physical corporate files
- Obtain and maintain Notary Public certification; notarize documents as requested
Vehicle, Travel & Credential Coordination
- Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals
- Process new vehicle registrations, titles, plates, and compliance documentation
- Maintain passport records, monitor expiration dates, and assist with renewals
- Support executive and business travel documentation needs as required
Facilities & Vendor Coordination
- Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)
- Sign and review routine vendor documentation as authorized
- Monitor office equipment and facilities needs and coordinate service requests
Additional Responsibilities
- Assist with special projects and cross-functional administrative initiatives
- Support Culture, Learning & Development activities as requested
- Perform other duties as assigned to support organizational effectiveness
Knowledge, Skills, and Abilities
- Strong organizational and time-management skills with high attention to detail
- Excellent written and verbal communication skills
- Ability to handle confidential information with discretion and professionalism
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems
- Strong interpersonal skills with the ability to interact effectively across all levels of the organization
- Ability to manage multiple priorities in a fast-paced environment
Working Conditions
- Executive Assistant will reside in the office the majority of the day but have the ability to make local deliveries and pick ups.
Education and Experience Requirements:
- High school diploma required; additional education preferred
- Minimum of 5 years of experience in an executive assistant or professional administrative role
- Experience supporting senior leadership and managing complex administrative responsibilities
Paralegal or Legal Administrative Assistant preferred.