Executive Administrative Assistant

PositionExecutive Administrative AssistantReports To: Vice President of Human ResourcesAbout Arctic Industries: Arctic Industries is a national manufacturer specializing in walk-in coolers and freezers. We provide top-quality, innovative cold storage solutions for various industries, including food service, commercial, and hospitality. Our commitment to excellence and unwavering focus on customer satisfaction drives everything we do. Engineering Reimagined®Position Summary: The Executive Administrative Assistant will deliver high-level administrative support to the executive team, with a primary focus on the VP of Sales and the sales team. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities efficiently. The individual will be responsible for organizing sales meetings and training events, preparing and distributing marketing promotional materials, managing executive calendars, coordinating travel arrangements, and serving as a liaison between the sales team and the inside sales group. The role also includes some administrative functions including switchboard operations and invoice reconciliation for the Store It Cold business unit. Duties and Responsibilities: · Provide a high level of administrative support and assistance to the executive team with a focus on the VP of Sales· Calendar management· Organize sales meetings, training sessions, and other sales-related events, including managing schedules, arranging venues, and coordinating materials· Negotiate rates on meetings venues and vendors as needed· Make decisions regarding meeting locations and materials· Coordinate comprehensive travel itineraries, including flights, hotels, ground transportation for executives, and hotel accommodations for sales meetings and events· Prepare, assemble, and ship promotional and marketing materials to support the sales team's efforts· Efficiently manage the VP of Sales' calendar, scheduling appointments, meetings, and ensuring all events are well-coordinated· Assist other executives with calendar management as needed· Attend sales meetings, take detailed notes, and maintain accurate records of key discussions, decisions, and follow-up actions· Research, data collection, and document preparation for review and presentation by executives· Act as the primary point of contact between the sales team and the inside sales group, ensuring clear communication and the smooth flow of information· Electronic filing and retrieval of corporate records, documents, and reports· Handle confidential and sensitive information with utmost discretion· Provide support to marketing efforts as needed· Organizing Company and team events· Work collaboratively with other administrative employees· Route incoming calls from Arctic East switchboard· Process invoice reconciliations for Big Box orders for Store It Cold· Send customer confirmation emails Knowledge, Skills and Education:· Advanced proficiency in MS Office Suite products, including Excel, Word, Outlook, and PowerPointProven experience as an Executive Administrative Assistant or in a similar support role, ideally within sales or marketing· Accuracy and attention to detail· Demonstrated ability to meet deadlines and manage multiple tasks in a fast-paced environment· Self-starter that takes the lead in assisting executives and anticipates their needs and the needs of the organization· Excellent organizational and time management abilities· Strong written and verbal communication skills· Ability to manage multiple tasks and meet deadlines in a fast-paced environment· Exceptional attention to detail and problem-solving skills· Experience in event planning or meeting coordination is required· BA/BS degree or equivalent· 5+ years of proven experience as an Executive AssistantLanguage, Physical, and Travel Requirements:English verbal and written language proficiencySpanish verbal language proficiency preferredProlonged periods sitting at a desk and working on a computerAbility to occasionally lift up to 25 poundsAvailable and willing to work evenings and weekends when Company needs requireAbility and willingness to travel by air and car several times per year to other Company facilities and events· Must be located within a commutable distance to our Medley, Florida Corporate Headquarters and Manufacturing CenterCompany Offered Benefits:· Full time in office position and remote work, or flex work is not allowed· Health, vision, and dental insurance plans· Paid time off (PTO)· Paid holidays· 401(k) plan with Company matchOur strength resides in the great people we hire from various backgrounds. If you share our values that everyone is our customer and every customer comes first, you will find a home at Arctic.We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state, or local protected class.All applicants must be authorized to work in the U.S. without sponsorship and be able to pass a pre-employment background and drug screening.

Created: 2025-02-23