Executive Administrative Assistant

Executive Administrative Assistant

IBT Industrial Solutions is searching for engaging professionals passionate about delivering high-caliber service to our customers. We offer a rich culture fueled by highly-experienced, technically savvy individuals at the top of their field. As an employer, we recognize and reward our team with a comprehensive benefits program, flexibility through generous time off policies, and career growth opportunities.

Purpose

The Executive Administrative Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, presentations, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.

This is a full-time position with a typical work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. Generally, this position will work a hybrid schedule described as working in the office on Monday/Tuesday and working remotely Wednesday-Friday.

Major Responsibilities

• Reporting & Analysis
  • Read and analyze incoming documentation and reports to determine their significance, prioritize and plane their distribution.
  • Prepare monthly reporting that may require combining multiple reports in Google Sheets and/or Excel, creating charts and graphs, and summarizing information.
• Communication & Meeting Management
  • Generate and/or proofread documents/communications, such as reports, letters, memos and presentations.
  • Record, type and distribute meeting minutes.
  • Manage calendars for executive staff using Google Calendar and including scheduling recurring meetings.
  • Answer multiple phone lines, screen calls, answer questions, take messages and direct calls to appropriate team members.
  • Open, sort and distribute incoming correspondence, including faxes and email.
• Record & Information Management
  • Maintains confidentiality of all records and matters of the company.
  • File and retrieve corporate documents, records and reports.
• Event & Project Coordination
  • Plan and organize corporate meetings/events, schedule meeting space and arrange for catering.
  • Coordinate between multiple departments to ensure larger corporate events are effectively planned and managed.
  • Make travel arrangements for executives including domestic and international as needed.
  • Monitor pending projects to ensure organization and timeliness of follow-up
  • General Office Management
  • Perform general office duties such as ordering supplies and maintaining records within management database systems.
  • Greet clients and visitors and direct them to appropriate offices.
• Serve as a role model to the other associates with respect to positive attitude, performance, and leadership.

Position Qualifications

• Two year degree preferred and two years experience in a similar position
• Ability to work independently under tight deadlines, with the flexibility to work on several projects concurrently
• Ability to work independently on projects from conception to completion
• Strong interpersonal skills and ability to work effectively at all levels in a collaborative team environment
• Experience in the Google Suite (Gmail, Calendar, Google Docs, Google Sheets) and Microsoft Office (Word, PowerPoint, Excel)
• Strong organization, written and verbal communication skills
• Time management & collaboration skills
• Personal effectiveness & credibility
• Flexibility
• Technical capacity
• Ability to manager stress & composure
• Strong value of service to others

Position Type/Expected Work Hours

This is a full-time position with a typical work schedule of Monday through Friday, 8:00 a.m. to 5:00 p.m. Generally. This position will work a hybrid schedule described as working in the office on Monday/Tuesday and working remotely Wednesday-Friday. Certain events or meetings may require needing to work in the office more frequently and/or attend events after hours. Overnight travel to other sites may also be required for special events.

Benefits

Competitive compensation with comprehensive benefits, including medical, dental, vision, prescription, paid vacation & holidays, wellness, 401(k), education reimbursement, and much more.

Work Authorization

The candidate must be authorized to work in the United States.

IBT Industrial Solutions is an Equal Employment Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regards to that individual's race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender, gender identity, age, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.