Executive Assistant

About Us:

Panelmatic, Inc. was founded in 1957 in Youngstown, OH to serve manufacturing industries with the design and build of custom electrical, instrument, and pneumatic control panels. Our business has sufficiently grown over the years to support expansion for our clients. We have produced control packages for many of America's top corporations in the chemical, environmental, food, pulp and paper, rubber, petroleum, pharmaceutical, glass, metals, and utilities industries. We also deliver equipment for use worldwide. Our rigorous methodology assures compliance with domestic and international standards. We can meet the needs of our diverse clientele from start to finish through sales, design, fabrication, testing, and delivery.

Since 1957, we have been known for our high-quality, custom-built control packages, our comprehensive service, and our technological and manufacturing expertise. This expertise assures you of our ability to handle the largest and most complex packages quickly and efficiently.

Job Summary:

Panelmatic is seeking an experienced Executive Assistant to provide high-level administrative support to the Executive team. This role requires exceptional judgment, attention to detail, strong organizational skills, and a proactive approach to problem-solving in a fast-paced, high-visibility environment. The Executive Assistant will serve as a trusted partner to leadership, helping manage priorities, coordinate communications, and support day-to-day executive operations. This position works closely with senior leaders across multiple functions and requires professionalism, discretion, and advanced proficiency in Microsoft Office, including PowerPoint, to prepare polished presentations and other executive materials.

Requirements

Job Duties:

• Provide high-level administrative support to the Executive team, including managing complex calendars, coordinating meetings, and ensuring leaders are prepared for daily priorities and long-term initiatives

• Schedule and coordinate internal and external meetings across multiple time zones, resolve calendar conflicts, anticipate scheduling needs, and protect executive time for critical business priorities

• Prepare executives for meetings by compiling agendas, pre-read materials, briefing documents, presentations, reports, and other relevant information in advance

• Draft, edit, proofread, and distribute professional correspondence and executive communications, including emails, memos, letters, announcements, and follow-up materials

• Serve as a key point of contact between executives and internal and external stakeholders, maintaining professionalism, confidentiality, and responsiveness in all interactions

• Coordinate domestic and international travel arrangements, including flights, lodging, ground transportation, itineraries, and related logistics, while managing changes and disruptions as needed

• Process and reconcile travel and business expenses accurately and in a timely manner in accordance with company policies

• Build, format, and edit executive-level presentations, reports, spreadsheets, dashboards, and other materials using Microsoft Office Suite, with particular strength in PowerPoint

• Track action items, deadlines, and follow-up requests on behalf of the Executive team to ensure timely completion of commitments and deliverables

• Support cross-functional coordination by communicating with leaders and teams across departments to gather information, align schedules, and move projects forward

• Maintain organized and secure electronic and physical files, records, and confidential business information

• Assist with planning and execution of leadership meetings, board meetings, and special events, including logistics, meeting materials, agendas, and minutes as needed

• Handle sensitive and confidential matters with a high degree of discretion, sound judgment, and professionalism

• Proactively identify administrative needs, recommend process improvements, and take initiative to solve problems in a fast-paced, high-visibility environment

• Provide additional administrative and operational support to the Executive team and other senior leaders as assigned

Minimum Qualifications:

• 5+ years of experience as an Executive Assistant supporting C-level or Senior Vice President-level executives in a corporate environment

• Proven track record managing complex executive calendars, travel logistics, and high-level communications with competing priorities

• Expert proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, with the ability to create executive-level presentations independently

• Exceptional organizational and time management skills with the ability to manage multiple high-priority tasks simultaneously

• Strong written and verbal communication skills, professional executive presence, and polished interpersonal style

• High level of discretion and integrity in handling confidential and sensitive information

• Ability to work independently, exercise sound judgment in ambiguous situations, and pivot quickly when priorities shift

• Self-starter who proactively identifies needs and takes action without being asked

Preferred Qualifications:

• Bachelor’s degree in business administration, Communications, or a related field

• Experience supporting executives in a manufacturing, industrial, or technical services environment

• Proficiency with collaboration and project management platforms such as Microsoft Teams, SharePoint, or Smartsheet

• Experience preparing board-level materials and managing board meeting logistics

Benefits

• Medical, dental, vision, HSA, term life, AD&D, STD, LTD

• 100% medical premium paid for by Panelmatic for the employee-only level medical coverage

• 80% paid for by Panelmatic and 20% paid for by the employee on all other level medical coverage (i.e. employee plus child, employee plus spouse, family)

• 401(k) contributions matched 100% up to 4%

• Scholarships, educational reimbursement, paid volunteerism, and paid personal and professional development provided

• PTO and paid holidays provided

• Career advancement opportunities

• Competitive wages

• Family-friendly environment with average employee tenure above five years