Executive Assistant

Newington, CT, US

WORK LOCATION: Newington, CT. This is an in person role. Not hybrid, not remote

WORK SCHEDULE: Monday - Friday; 8:30 am - 5:00 pm

SUMMARY

The ideal candidate will possess a B.A. or B.S. degree and a minimum of 5 years’ experience as an Executive Assistant. Candidate must be a punctual, reliable, mature, proactive, quality-driven, high performer who is exceptionally well organized, and demonstrates the ability to effectively multi-task and manage constantly shifting priorities with excellent oral/written communication skills. The successful candidate can effectively balance changing demands and dynamic schedules, is dedicated and can function under pressure within tight deadlines. This position will also proactively develop relationships with key internal/external client contacts, gaining recognition as a team resource.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Proactively provide support to the Sr. Vice President of Manufacturing Operations

• Maintain strict confidentiality of highly sensitive financial, employee & personal information

• Attend meetings and take minutes as assigned

• Maintain composure under pressure and proactively handle complex problems with minimal supervision

• Manage and coordinate calendars

• Schedule and confirm complex appointments and meetings

• Schedule and coordinate the logistics of travel arrangements and be pro-active about flight delays and how to find alternates as needed

• Develop and send (once approved) follow up emails to contacts in support of Business Development efforts

• Organize internal meetings, video conferences and conference calls, including preparing meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are prepared in advance

• Confirm all meetings, preparing executives for all external meetings with clear directions, proactively working with appropriate team members to ensure proper meeting materials are prepared and sent in advance

• Attend and assist with coordination of all company events, ensuring that logistics, talking points, timing, etc. are arranged in advance with key team members and leaders

• Draft, complete, or proof internal and external general correspondence, executive summaries, proposals, speeches, PowerPoint presentations and other communications as requested for the executives

• Take initiative to ensure tasks and projects are completed in an efficient and timely manner

• Screen and route telephone calls in a professional manner

• Carry out other duties, tasks and projects as assigned

• Complete special projects, as required

• Comply with company rules and regulations

• Implement a commitment to quality philosophy and recommend methods and procedures to reduce cost and/or improve operating efficiency of the department

• Keep manager/supervisor informed of activities and situations that will impact the achievement of corporate or department goals and objectives

• Perform other related duties as required to achieve the goals and objectives of the department and company

EDUCATION/EXPERIENCE

• Associate or Bachelor degree required

• 5+ years of experience as a high performing executive assistant

TECHNICAL SKILLS

• Extremely high level of proficiency of Microsoft Office programs (Outlook, Word, Excel and PowerPoint, and Project Management)

COMPETENCIES

• Superior written and verbal communication skills; must be a quick, concise writer, able to write in a direct, effective manner reflecting Executive’s style

• Excellent organizational skills

• Proficiency in Microsoft Office Word, Excel and Power Point

• Self-starter

• Proactive (someone that does not require hand holding to perform the job)

• Understands travel and how to schedule meetings in context of travel

• Friendly, willing to learn, takes constructive criticism well, honest

• Has a set of tools that have been developed from previous engagements that can be customized to fit in with our company

• Strong customer drive and dedication to quality and success

• Excellent customer service skills

• Detail-oriented and able to work well independently

• Able to work collaboratively and effectively while handling multiple projects on various timelines in an extremely fast-paced environment

• Ability to exercise substantial discretion and judgment

• Professional phone manner

• Highly organized, detail oriented, ability to establish priorities and adapt as they change

• Ability to work with diverse personalities at the office and in the community

• Strong project management, communication, prioritization and feedback skills are critical to success