Executive Administrative AssistantAltor Solutions

Description:

Job Title: Executive Assistant 

Department: Operating Board 

Reports to: Chief Executive Officer 

FLSA Status: Non-exempt 

Travel: As needed 

Job Summary

The Executive Assistant provides high profile professional administrative support to the executive leadership team by possessing proactive, excellent organization and time management skills. Exercises excellent oral and written communication skills as point of contact/liaison for the executive office, utilizing effective business judgment and anticipating/resolving problems proactively. Demonstrates forward thinking under pressure and high level of attention to detail. Exhibits positive attitude, team player.?Maintains strong ethical standards and highest level of confidentiality and professionalism. Demonstrates original thinking and creativity; meets challenges; develops innovative approaches and ideas and presents them in a clear and effective manner.  

Essential Duties and Responsibilities

• Manage executive calendars and contacts as needed, keeping the current and accurate, balancing meeting times with scheduled work time; remaining available for critical work-related concerns during non-working time  
• Receives and routes incoming calls as needed, arranges callbacks, and provides back-up materials for callbacks.  
• Receive and greet visitors in a professional manner, directing them to the proper individual and assisting them with their needs. 
• Make travel arrangements (domestic and international) with attention to logistics and prepare subsequent expense reports to accounting 
• Manage travel vendor and monthly travel and provide monthly travel and expense reporting 
• Event Planning: Coordinates and manages meetings and events, anticipates project needs and budgets. Manages the administration and logistics of meetings both on-site and off-site. Manages annual leadership meetings as onsite and virtual.
• Project Management: Assists with projects and assumes project-management responsibility where appropriate. Maintains follow-up with executive leadership team members to ensure that action items are complete.  
• Relationship Management: Establishes and maintains relationships with executive leadership team, managers and their team members to foster positive interactions. Ensure team members are aware of team member movement, news, special occasions, recognition, and general announcements.  
• Collaborate with Sourcing to secure discounted rates for travel vendors.
• Create, consolidate and standardize PowerPoint presentations for Operating Board and Board of Director meetings, presentations/communications  
• Produces, edits, and distributes letters, memoranda, reports, presentations, and graphics using a variety of software products and ensures the relevancy, accuracy, and professionalism of all written materials. 
• Manages all information as sensitive and critical to the customer, employee and shareholder  
• Attends meetings as required and handles appropriate follow-up  
• Reviews correspondence, prepare invoices, routine forms, etc. and routes documents for approval  
• Develops and maintains appropriate filing systems and documentation logs  
• Maintains office supplies and equipment and coordinates general office maintenance as needed   
• All other duties as assigned.

Requirements:

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Minimum Requirements

• Strong fit with the members of the management team and the ability to work with all levels of employees within the organization. 
• Experience in effective and efficient multitasking, setting and shifting priorities, and adapting to change.  
• Outstanding character and personal values that are aligned with the company’s culture. 
• Ability to multi-task and manage an office routine with consistency; excellent organizational skills; can handle multiple and changing projects/tasks in a fast-paced environment with high attention to detail  
• Due to domestic and international travel of executives, flexible work hours are required  
• Ability to work with minimal direction - must be willing to take the initiative to solve problems and create efficiencies; knows when to ask questions and when to resolve on one’s own  
• Outstanding written and verbal communication skills with all levels of team members within the organization and professional phone skills 
• Demonstrated experience with office management.  
• Proficient in Outlook/Expense Systems/Webex/Excel/Word/Outlook/PowerPoint.  
• Exceptional Customer Service Skills.  
• Ability to handle projects and communications of a highly sensitive and confidential nature, where discretion and diplomacy are critical.  
• Ability to get along with wide range of people at all levels – a team player.  
• Manufacturing industry experience preferred.

Education Requirements/Work Experience

• Minimum of 5-7 years of senior leadership support / executive assistant experience.  
• High school diploma required; Associate degree in business from an accredited college or university or equivalent experience preferred. HR certification a plus. 

Computer Skills

• To perform this job successfully, an individual should be proficient at intermediate or higher level with Microsoft Office -- MS Word, Excel, PowerPoint and experience with HRIS administration. Ability to coordinate audio/visual equipment for virtual and onsite meetings.

Core Values

Our core values define how we work and what we expect from every associate. The ideal candidate will consistently demonstrate these values in performing the responsibilities of this role. Each core value represents essential behaviors and competencies aligned with the duties and qualifications of the position.

• Accountability – We take full responsibility for our actions and outcomes, ensuring transparency and trust with our stakeholders, customers, associates, and the environment. Competencies: Problem Solving, Decision Making, Planning & Organizing, Resilience, Time Management/Prioritization and Learning Agility
• Innovation – We champion creativity and collaboration, continually striving to deliver groundbreaking solutions that transform our industry and exceed expectations. Competencies: Creativity & Curiosity, Continuous Improvement, Vision & Strategic Thinking, and Collaboration & Teamwork
• Integrity – We uphold the highest ethical standards of honesty, transparency, and ethical behavior in every decision and action, fostering trust at all levels in our organization. Competencies: Honesty, Consistency & Dependability and Commitment to Excellence
• Adaptability – We embrace change agility and resilience, staying flexible and proactive in a constantly evolving world. Competencies: Communication, Results Oriented and Flexibility
• Caring – We prioritize the well-being of our people, communities, and business partners, recognizing that their success and happiness are vital to our own. Competencies: Organizational Savvy, Risk Management, Compliance, Diversity, and Empathy
• Passion – We are driven by a relentless pursuit of excellence, demonstrating determination to succeed while maintaining humility and respect for others. Competencies: Commitment, Persistence & Tenacity, Humility and Respect

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The employee must frequently lift and carry up to 10 pounds. Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand and walk on concrete. The employee is occasionally required to reach with hands and arms and stoop, bend or twist. The employee is occasionally required to push, pull, and/or move materials. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The work environment is typical of most office environments with limited exposure to manufacturing environments. The noise level in the work environment is usually low level. 

The above statements are intended to describe the general nature and level of work being performed by those assigned to a particular position. This document in no way states or implies that this is as an exhaustive list of all responsibilities, duties, and skills required and personnel may be required to perform duties outside their normal responsibilities from time.to time, as needed. The Company reserves the right to change, modify, amend, add to or delete from, any section of this document as it deems, in its judgment, to be proper.

Equal employment opportunity, including veterans and individuals with disabilities.

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