Executive Administrative Assistant

Job description

Executive Administrator
$60K-$70K/YR
Columbia Station, OH
Direct Hire – Onsite (M-F)

Overview of the Executive Administrator Role:
The Executive Administrator is responsible for a diverse range of administrative and office support functions for the executive team, facilitating the smooth operation of the organization. This role requires consistent interaction with the plant management team.

Key Responsibilities:

• Ensure complete confidentiality in all matters.
• Organize and maintain HR and Sales filing systems and records.
• Manage the daily schedules of executives, ensuring all necessary documents are prepared for meetings and appointments.
• Collaborate with the executive team (including the President, Sales, Finance, and HR) to keep them updated on commitments and responsibilities, prioritizing tasks as needed. Assist in gathering data to help resolve issues.
• Plan and oversee adherence to executives’ schedules, acting as a gatekeeper to regulate access to their time.
• Arrange meetings, appointments, and travel plans, providing agendas in advance.
• Develop PowerPoint presentations for meetings.
• Manage incoming emails and phone calls, distributing them appropriately.
• Draft, edit, and proofread various documents including emails, reports, and letters.
• Prepare materials for customer presentations.
• Log documents into the filing system for streamlined access and retrieval.
• Keep an open item tracking list for executives, ensuring timely follow-up on outstanding items.
• Record, transcribe, and share minutes from meetings.

• Organize employee appreciation events and awards.
• Coordinate itineraries for customer visits and other special occasions.
• Manage the inventory of office supplies, including kitchen items.
• Send greeting cards (for occasions such as birthdays and holidays) to employees and clients.
• Maintain updated contact lists for company personnel.
• Complete other tasks and assignments as needed.

Qualifications:

• 3-5 years of relevant experience.
• Preferred background in the manufacturing sector.
• High school diploma or equivalent is a must.
• Excellent customer service skills, both with internal teams and external clients.
• Strong organizational abilities with a keen eye for detail.
• Proficiency in Microsoft Office Suite and Outlook.
• A sense of urgency to complete projects promptly.
• Exceptional written and verbal communication skills.