Executive Assistant

Description

POSITION TITLE: Executive Assistant   

EFFECTIVE DATE: October 2024 

REPORTS TO: HR Manager, LOCATION: Canonsburg, PA

DEPARTMENT: Administrative STATUS: Exempt

POSITION DESCRIPTION SUMMARY

The Executive Assistant provides comprehensive administrative and strategic support to senior executives, facilitating smooth operations and acting as a trusted partner. This position supports senior executives by managing schedules, organizing meetings, handling correspondence, and performing various administrative tasks. 

ESSENTIAL FUNCTIONS

• Schedule and coordinate meetings, appointments, and travel arrangements on behalf of the executives, ensuring efficient time management.
• Organize meeting agendas, prepare reports, take minutes, and distribute relevant materials for executive meetings.
• Assist executives in overseeing and executing special projects, including managing timelines, deliverables, and cross-department collaboration.
• Arrange domestic and international travel, including flights, accommodation, cleaning services, and itineraries.
• Draft, review, and format various documents, presentations, reports, and communications. Handle confidential information with discretion.
• Provide research, analysis, and recommendations to assist executives in making informed decisions 
• Order supplies, manage office equipment, and assist with other administrative duties as needed.
• Serve as a point of contact between the executive team and internal/external stakeholders, fostering professional relationships.
• Support executives with special projects, research tasks, and presentations.
• Maintain a high level of confidentiality regarding sensitive company information and executive matters.
• Assist with other projects as needed

KNOWLEDGE, SKILLS & ABILITIES

• Experience handling confidential and sensitive information with discretion. 
• Good organizational and time management skills
• Ability to maintain confidentiality.
• Strong communication skills, both written and verbal
• Capacity to work independently and as part of a team
• Ability to meet deadlines and handle multiple tasks simultaneously
• Aptitude for problem-solving and critical thinking

TECHNICAL SKILLS

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong capability in Excel for data tracking, KPI dashboards, and operational reporting.
• Experience with ERP systems (e.g., SAP, Oracle, Infor) preferred.
• Familiarity with manufacturing metrics (OEE, downtime, throughput, scrap, safety metrics).
• Proficiency in virtual meeting platforms and document management systems.

WORKING RELATIONSHIPS-Relationships are generally intra-organizational, acting as a crucial hub for communication, coordination, and administrative support between the executive suite and the broader company structure, helping maintain efficiency and clarity in the executive's dealings with intercompany departments.

EDUCATION AND EXPERIENCE

• Bachelor’s degree or relevant experience in business administration or a related field.
• 4-5 years of proven experience as an executive assistant or secretary in a corporate environment.

PREFERRED EDUCATION / EXPERIENCE

• Ability to process and manage high volumes of data accurately 
• Excellent attention to detail and ability to maintain a high level of accuracy in preparing information

PHYSICAL JOB DEMANDS

Ability to lift 30 lbs. Must sit for long periods of time. Ability to hear telephone conversations and speak clearly. Need a high level of concentration in a busy area.

WORKING CONDITIONS

Monday through Friday and on-call may be required.

DISCLAIMER CLAUSE

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this position. They are not exhaustive lists of all duties and responsibilities, knowledge, skills, abilities, physical job demands, and working conditions associated with the position.