Executive Assistant

Job Description

Job Description

Role: Executive Assistant

Reports to: CEO

Branch: Twin Cities, MN

This is role is Full-time, Onsite and Salary role.

About Baldwin Supply:

Baldwin Supply Company has worked alongside American manufacturing since 1920, offering the stability of a century-old company with a modern, problem-solving mindset. Our team supports a wide range of industries, from food and agriculture to packaging, mining, and infrastructure, so no two days look the same. We’re known for our strong culture, long-tenured employees, and competitive benefits. At Baldwin, you’ll do meaningful work, build lasting relationships, and be part of a company built to last.

Job Summary:

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO and Executive Team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Job Responsibilities:

• Central communicator and calendar management for Leadership team.
• Handles limited tasks for Chairman of the Board…including his other business ventures, Comma Club and Baldwin workshops
• Exemplifies Baldwin Values
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arrange and handle all logistics for events
• Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Gifts/follow up.
• Proactively helps leadership team to recognize Team members’ anniversaries, retirements, funerals, personal happenings etc.
• Handle phone calls and emails as an extension of leadership team from time to time
• Flexible to handle calls/texts etc. during non-traditional times from time to time
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate courses of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services for CEO.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. in CEO area.
• Provide event management support as requested.
• Ability to help compile and execute Action Lists without too much direction.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization.
• Act as the point of contact among executives, employees, clients and other external partners for projects, day-to-day needs, employee events, business events
• Extension of Leadership team. Glue of the Leadership team. Ability to participate and put action lists together from Leadership meetings.
• Executive presence to be able confidentially communicate with all leaders and outside suppliers/customers.
• Handle information flows in a timely and accurate manner
• Appreciates being positive and having fun in the workplace
• Help schedule events and team travel
• Support daily expenses, expense reporting and prepare weekly, monthly or quarterly reports
• Format information for internal and external communication memos, emails, presentations, reports
• With the support of IT, manage videoconferencing and office equipment
• Support company sponsored events such as sales meetings, employee picnics, etc.
• Can take on different special business projects… branch photos, History Project, Recognition Wall etc.
• Seeking out areas of opportunities and facilitate process improvement
• Sales Operations support to include, not limited to, scheduling spring/fall sales reviews, lead coordination via suppliers and Interlynx, tracking sales related expenses and coordination of supplier training events.
• Other projects/duties as assigned for the overall benefit of the organization.

Qualifications:

Educations and Experience:

• Bachelor’s degree (or equivalent) in business, or related field
• Ten plus years of demonstrated success as an Executive Assistant in a manufacturing environment

• Proven ability to support an Executive Team including the handling of confidential information
• Active Project Management Professional (PMP) Certification

Required Skills and Abilities:

• Strategic Planning and Execution
• Project Management skills. Ability to take on tasks and execute.
• Operational Efficiency
• Executive Decision Support
• Crisis Management and Problem Solving
• Can take on tasks with limited direction. Tickets etc.
• Can implement process improvements
• Problem Slover
• Critical Thinker
• Executes
• Fast learner
• Pro-Active Communicator
• Perceptive
• Confident and calm
• Ability to prioritize
• Proactive Mindset
• Self-Motivated. Has batteries
• Organized
• Ability to utilize AI and other technologies
• Follow up skills…notes, etc.
• Strong situational awareness.
• Has strong communication skills and writing skills with the ability to act as an extension of the Leadership team. Write letters, proofread etc.
• Moves ball forward without having to be told to.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Asks good questions and is a good listener
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.
• Thrive in an intense, do-it-yourself environment.
• Ability to work well within a cross-functional team environment

Physical Requirements / Work Conditions:

The employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently 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, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The noise level in the work environment is usually moderate. Work is conducted in a semi-private office/cubicle setting.

Baldwin Supply Benefits, Culture and Work Environment

At Baldwin Supply, we prioritize our employees' well-being by providing comprehensive benefits including comprehensive health insurance, a generous retirement savings plan, flexible work arrangements, generous paid time off, and ongoing professional development opportunities, ensuring a fulfilling and balanced work life.

Fulltime Employees are provided:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance
• Paid Holidays
• Paid Vacation Days
• Short Term Disability
• Long Term Disability
• Life Insurance
• Employee Assistance Programs

Affirmative Action / EEO Statement

Baldwin Supply provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.