Executive Assistant

Executive Assistant

The Executive Assistant provides confidential administrative and business support to the General Manager, including calendar and meeting management, travel coordination, customer-visit preparation and documentation, and support at designated offsite business events. At the General Managers direction, the role may also provide limited personal calendar and appointment-scheduling support. The position may support other senior or site staff as assigned, with priorities established by the General Manager.

Essential Duties and Responsibilities

• Manages the General Managers business calendar, coordinates meeting requests and resolves scheduling conflicts, prepares agendas and materials, and flags competing priorities or important deadlines. Provides limited personal scheduling support at the General Managers direction.
• Attends designated off-site business events, customer meetings and site visits with the General Manager which may be domestic or international. Coordinates logistics, takes dictation and meeting notes during key customer visits, and prepares accurate summaries and action items for review and follow-up. Distributes notes only as authorized.
• Handles confidential company, customer and personal information with discretion and follows applicable records-retention and information-security practices. Exercises sound judgment in screening requests and knows when to escalate sensitive or time-critical matters.
• Supports administration of NDAs, LTAs, JDAs, and other assigned agreements by entering key information into designated tracking systems, maintaining executed agreements in approved repositories in accordance with company record-retention requirements, monitoring expiration and renewal dates, and alerting the appropriate business owners and Legal or Contract Management in advance. Coordinates required information, approvals, signatures, and renewal follow-up with authorized stakeholders; does not independently interpret, amend, approve, or commit the company to contractual terms.
• Arranges travel and accommodations for leadership staff and visitors as requested.
• Receives communications on behalf of senior staff, assesses priority, and summarizes or routes items to the appropriate people for follow-up.
• Coordinates office supply orders and supports routine bookkeeping in accordance with established procedures.
• Performs backup receptionist duties as assigned
• This position is required to work on site.
• Supports the Site Manager and staff with administrative procedures and projects, including coordinating and organizing meetings to meet site and administrative needs.

Quality

• Supports, maintains and continually improves Knowlton Technologies, LLC Quality Management System in accordance with requirements of the ISO9001 & IATF 16949 International Standards. The employee has the role and responsibility to follow the work instructions and Current Best Practices that support the KT Value Stream Maps.

Qualification Requirements

• High school diploma required; Bachelors degree in Business Administration or related field preferred.
• At least four years of related experience required.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

Computer Literacy

Develop the skills necessary to operate computer hardware/software for the purpose of generating or retrieving information required in the performance of job responsibilities.

Language Skills

Ability to read and interpret financial reports, respond professionally to routine inquiries and complaints from regulatory agencies, business contacts, and employees, and clearly present information to senior management.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools or controls and talk or hear. The employee is occasionally required to stand, walk, sit, and reach with hands and arms.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee must report to work on-site in Watertown, NY. Since the facility is located on multiple levels, the employee must possess the ability to climb stairs on a routine basis.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee primarily works in an office environment and may occasionally enter operational areas. Conditions and noise levels may vary in these areas, and the employee is expected to follow applicable site safety requirements and use required personal protective equipment.

Knowlton Technologies is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), national origin, age, disability, marital status, sexual orientation, gender identity, gender expression, military or veteran status, citizenship status, predisposing genetic characteristics, arrest or conviction record, or any other status protected by applicable federal, state, or local law.

EEO Statement

Knowlton Technologies, LLC, a Division of Eastman Chemical Company is an equal opportunity employer.