What are the responsibilities and job description for the Executive Assistant - VP Support position at Nixon Power Services?
With over 110 years of success, Nixon Power Services is the world’s largest distributor of Rehlko Power (formerly Kohler Power) generators. We operate in an environment where flexibility and a willingness to take on new responsibilities keep things interesting! We value team members who are passionate, down to earth and have a “can do” attitude, and enjoy providing premium services to customers.
We are seeking a highly organized and proactive Executive Assistant to provide executive-level support to multiple Vice Presidents. This role requires exceptional multitasking skills, attention to detail, and the ability to anticipate needs in a fast-paced and dynamic environment. The successful candidate will ensure smooth day-to-day operations, manage priorities, and assist the VPs to focus on strategic and tactical objectives.
What you’ll be doing:
- Executive Support
- Manage calendars, scheduling meetings across multiple time zones.
- Coordinate travel arrangements, including flights, hotels, transportation, and itineraries.
- Handle expense reports.
- Email management.
- Occasional personal support for scheduling appointments/bank/post office.
- Communication & Coordination
- Draft, edit, and proofread correspondence, presentations, and reports.
- Prioritize and manage incoming requests, ensuring timely follow-up and resolution.
- Project & Meeting Management
- Prepare agendas, materials, track action items, and deadlines.
- Support cross-functional projects.
- Organize team events, town halls, and leadership off-sites.
- Office & Operational Support
- Maintain organized systems for documents, files, and confidential information.
- Order/organize office supplies.
- Other
- Other miscellaneous organization/communication/marketing/administration items, as needed.
- Demonstrates a high level of professionalism in all interactions, maintaining integrity, discretion, and respect in the workplace.
What we’re looking for:
- 5 years of experience in an administrative or executive assistant role, supporting senior leaders (Minimum 5 years of coordination experience and 3 years of experience supporting executive leadership).
- Experience supporting multiple executives preferred.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and Zoom.
- Exceptional organizational and time-management skills with the ability to prioritize competing demands.
- Strong written and verbal communication skills.
- Discretion in handling sensitive information.
- Proven ability to work independently, exercise good judgment, and maintain a high degree of professionalism.
- Proactive and resourceful with a problem-solving mindset.
- Able to adapt quickly to changing priorities and business needs.
- Strong interpersonal skills with a collaborative approach.
- High energy, positive attitude, and a commitment to excellence.
- Conscientious.
This is a full-time role and will be reporting on-site 5 days a week to the Executive Assistant to the CEO.