Executive Assistant

Job Description

Job Description

Position Summary

Guntert & Zimmerman is a privately held manufacturer of specialized construction equipment headquartered in Ripon, California, serving customers throughout the United States and worldwide.

We are seeking an experienced, highly dependable and trustworthy Executive Assistant to provide direct support to the Owner/CEO and administrative support to other company executives and department leaders as needed.

This is a high-trust position with access to confidential company and personal information. The successful candidate must demonstrate exceptional discretion, sound judgment, professionalism and integrity.

Responsibilities will vary depending on executive schedules, travel, customer requirements, company events and current business priorities. The ideal candidate will be organized, adaptable, self-directed and comfortable working with minimal supervision.

Reporting Relationship & Priorities

The Executive Assistant reports directly to the Owner/CEO. The position also provides support to other executives and department leaders; however, the Owner/CEO’s priorities take precedence when scheduling or coordinating competing requests.

Primary Responsibilities

• Provide direct administrative and organizational support to the Owner/CEO and other company executives.

• Monitor, prioritize and respond to executive email and correspondence as authorized, ensuring important matters are brought to the Owner/CEO’s attention promptly.

• Maintain executive calendars, coordinate meetings and help executives stay ahead of appointments, commitments and important deadlines.

• Anticipate upcoming requirements and follow up with executives and departments to help ensure commitments, payments, projects and other time-sensitive matters are completed.

• Coordinate domestic and international travel for executives and company personnel, including airline reservations, hotels, ground transportation and related arrangements.

• Prepare, proofread, edit and organize company correspondence, quotations, technical specifications, presentations, contracts, NDAs and other business and legal documents.

• Maintain a high level of accuracy when working with technical, contractual, financial and confidential information.

• Organize meetings and executive visits, including conference-room preparation and arrangements for meals or refreshments when appropriate.

• Receive and assist customers, vendors and other business visitors in a professional manner. • Assist in assembling quotations, sales contracts, engineering drawings and supporting documentation into formal customer contract packages.

• Prepare and maintain corporate records, meeting minutes and other documents associated with company entities and affiliated LLCs, corporations and partnerships.

• Assist in maintaining company patent records, patent documentation and applicable renewal or annuity deadlines in coordination with company executives and outside resources.

• Maintain confidential company records and other sensitive documents using secure electronic and physical filing systems.

• Organize confidential personal, financial, estate and administrative records for the Owner/CEO as requested.

• Collect and organize executive travel expenses and supporting documentation.

• Coordinate overnight shipments and business documents using FedEx, UPS, DHL and other services as required.

• Prepare executive presentations and other materials using text, photographs, graphics and supporting information.

• Provide administrative assistance to department managers and other company personnel when priorities and workload permit.

Additional Administrative Support

• Incoming telephone calls and executive messages.

• Company mail and overnight deliveries.

• Maintaining office and executive supplies.

• Updating telephone greetings and holiday messages.

• Maintaining organized executive office and filing areas.

• Occasional local errands, deliveries, banking or meeting-related needs thus must have a valid driver's license.

• Other administrative assignments requested by the Owner/CEO or executive team.