Executive Assistant

Job Description

Job Description

Company / Location Information

A.O. Smith is a global leader applying innovative technologies and energy-efficient solutions to products manufactured and marketed worldwide. The company is one of the world’s leading manufacturers of residential and commercial water heating equipment and boilers, as well as a manufacturer of water treatment products for residential and light commercial applications. A. O. Smith is headquartered in Milwaukee, Wisconsin, with approximately 12,000 employees at operations in the United States, Canada, China, India, Mexico, the Netherlands, and the United Kingdom.

Primary Function

We are seeking a highly skilled, proactive, and detail-oriented Executive Support Specialist – Finance to provide advanced operational and executive support to senior Finance leadership, including the CFO, Corporate Controller, and Vice President of Investor Relations.

This role goes beyond traditional administrative support and requires strong judgment, executive presence, and the ability to operate with a high degree of autonomy. Further, the role requires the ability to anticipate needs, manage competing priorities, support business initiatives, and contribute to executive effectiveness. The position focuses on seamless executive coordination and readiness, project support, communications, and cross-functional alignment, while maintaining the highest level of confidentiality and professionalism.

Responsibilities

Executive Support & Effectiveness

• Serve as a strategic gatekeep for the executive, triaging requests, prioritizing issues, and ensuring alignment with business priorities and strategic initiatives
• Manage complex executive calendars, coordinating meetings, agendas, and follow-ups to support effective decision-making and execution
• Maintain a forward-looking view of deadlines and risks, anticipating needs and proactively resolving scheduling, prioritization, and workflow challenges

Finance & Investor Relations Support

• Support activities related to investor relations, earnings preparation, and Board materials
• Assist in coordinating logistics and preparation for key internal and external financial events, leadership meetings, and financial communications
• Partner with Finance leadership to ensure alignment across initiatives, deadlines, and deliverables, ensuring accuracy and timely completion

Project Coordination & Business Support

• Coordinate cross-functional activities on behalf of Finance leadership ensuring alignment and clarity of responsibilities
• Track key deliverables, timelines, and action items to support execution of business priorities, escalating risks to maintain momentum
• Identify and implement opportunities to improve efficiency and streamline administrative and operational processes

Executive Communications & Content Development

• Prepare and format presentations, reports, and executive-level materials (PowerPoint, spreadsheets, briefing documents) to ensure clarity, accuracy and consistent executive standard
• Draft and edit correspondence and communications with a high degree of professionalism, ensuring messages are concise, well-structured, and aligned with leadership expectations
• Maintain consistency and quality across materials presented to senior leadership and external stakeholders, ensuring version control, accuracy, and readiness for executive review

Stakeholder & Relationship Management

• Serve as a liaison between executives and internal/external stakeholders, ensuring clear communication and timely follow-through
• Manage confidential and sensitive information with discretion, sound judgment, and a high degree of professionalism
• Build strong, trust-based working relationships across the business to support alignment and effective collaboration.

Operational & Administrative Leadership

• Coordinate domestic and international travel, including complex itineraries, ensuring seamless integration with executive schedules and priorities
• Manage expense reporting, documentation, and administrative processes with accuracy and timeliness
• Contribute to continuous improvement of executive office standards, tools, and practices to enhance efficiency and consistency

Qualifications

• High school diploma or equivalent required; Associates or Bachelors degree preferred
• 7–10+ years of experience supporting senior executives, preferably within Finance or related functions
• Experience supporting executives at a publicly traded Company and working with board and investor relations materials
• Advanced proficiency in Microsoft Office (PowerPoint, Excel, Word)
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Exceptional attention to detail and ability to handle confidential information
• Interest in leveraging technology (e.g., collaboration tools, AI-enabled tools) to improve efficiency

We Offer

Competitive compensation package and comprehensive benefits plans which include medical and dental insurance, company-sponsored life insurance, retirement security savings plan, short- and long-term disability programs and tuition assistance. 
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ADA Statement & EEO Statement

In developing this job description care was taken to include all competencies needed to successfully perform in this position. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.

We consider all applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, marital or military status. We also provide reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act and applicable state and local law.