Executive Assistant

Job Summary:Are you an experienced Executive Assistant? Consider joining the company as an Executive Assistant at our Leetonia, OH location. As the Executive Assistant reporting to the President, you will play a critical role in providing high-level administrative support to the President and other executives within the organization. This role demands exceptional project management, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the President, executives and internal/external stakeholders, ensuring smooth communication, efficient operations, and that organizational goals are met.This is a Hybrid role that requires presence onsite in Leetonia, OH. This will fluctuate and change with business need. This role will require an individual to be flexible and work across multiple time zones and at times outside normal business hours. Supervisory Responsibilities:None Duties/Responsibilities:Responsibilities of the Role:Calendar management: Scheduling meetings, appointments, and special events.Email and communication management: Handling and prioritizing incoming emails and drafting responses on the executive's behalfto effectively communicate key information to internal and external stakeholders. (Email and other communication avenues such as MXH Connect, LinkedIn, etc.) Travel arrangements: Booking flights (private and commercial), accommodations, and transportation for business trips, conferences, and other travel needs.Meeting preparation: Preparing and/or coordinating meetings and events, including agendas, gathering relevant documents and materials, and distributing them to attendees before meetings. I.E.: Board, Executive Leadership Team (ELT) and Manufacturing Leadership Team meetings, Townhalls.Company-wide event planning: Plan events across multiple sites for internal and external attendees. Note-taking and meeting minutes: Taking accurate notes during meetings and following up with stakeholders on key changes, next steps, and deliverables.Document preparation: Creating and editing various business documents, presentations, reports, and other materials as needed.Research: Conducting research on various topics for projects, events, meetings, etc.Confidentiality and discretion: Handling sensitive and confidential information with the utmost care and always maintaining a high level of confidentialityProject management: Assisting in the management and tracking of projects, deadlines, and deliverables across different teams and departments, including assigning and delegating tasks as needed. Monitor project progress and identify roadblocks.Expense management: Managing and reconciling expense reports and ensuring adherence to company policies. Reviewing and approving direct report expenses on behalf of President.Preparing customer and executive visits: Providing first impressions to guests, including scheduling conference room, providing PPE; catering; etc.Affiliate support: Providing support in duties related to the President's leadership in joint venture, industry and affiliate organizations as needed.Miscellaneous tasks: Handling various ad-hoc assignments and tasks that may arise.Other duties as assigned.Education and Experience:Ideal Candidate Will Have:EducationBachelor's Degree 15 years of relevant work experience will be accepted in lieu of a degreeExperience10 or more years of executive/C-Suite administrative experience requiredRequired Skills/Abilities:Other required Knowledge, Skills, and AbilitiesCommunication: Excellent verbal and written communication skillsOrganizational Skills: Strong organizational and multitasking abilitiesStrategic: Analytic and able to make decisions using data and information availableTechnology Proficiency: Expert in using Microsoft office suite (PowerPoint, Excel and Word) and ConcurExperience in Microsoft Dynamics 365, iCIMS, Asana and data dashboards is preferredDiscretion: Ability to handle confidential information with integrity and sensitivityProactivity: Proactive mindset with the ability to anticipate needs and act accordinglyAccountability: Attentive to details and follows through on assigned tasks and commitmentsProblem-Solving: Strong problem-solving and decision-making skillsRelationship building: Able to build relationships with internal and external stakeholders and networkExperience with calendar management and travel coordinationHighly motivated, self-driven, and eager to learn and apply new skillsFlexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriatelyProcess Oriented: Follows process and procedures that align with company goals and promotes organization effectivenessComfortable working in ambiguity or with limited informationMust be able to pass pre-employment physical and drug screenMust be eligible to work in the United States, visa sponsorships are not available

Created: 2025-01-27