Executive Administrative Assistant

Position Summary:

The Executive Administrative Assistant will perform administrative duties related to the operation of the corporate office and will support all Senior Leaders and the Human Resources team.

Essential Functions:

·         Answers and directs all in-coming phone calls.  Manages the new phone system.

·         Receives and distributes all incoming faxes to the appropriate party.

·         Creates and facilitates the HUG program for PPG and ensures the respective leader executes the day 1, day 7, and day 30 assessments.

·         Develops and manages gift bag distribution for all new hires to hand out during orientation.

·         Supports orientation process by copying and scanning documents and building folders for the new hires.  Tracks E-Verify documents and scans and places them into the employee’s personnel folder.

·         Partners with the site leaders to set up quarterly employee forums for the Senior Leaders.  Confirms the dates and times with the Senior Leaders and then sets up the meeting invites.

·         Manages the new hire on-boarding checklist for all salary team members.  Emails this information as needed.

·         Manages the termination off-boarding checklist.  Emails this information as needed.  

·         Orders and manages all office supplies at PPG.

·         Manages the internal website and is the main contact with Prestige.  Facilitates the updating of all documents and ensures they are uploaded properly and timely.

·         Manages all social media content including Facebook and LinkedIn.

·         Manages online company store.

·         Manages access list for all users on all software.

·         Manages all office equipment contracts at PPG including printers, copiers, laptops, desktops, keyboards, fax machines, etc.

·         Is an Alchemy “Super User” and can create content for training. 

·         Executes all bereavement requests for flowers or donations for families of the Gilmer team members.

·         Updates and manages all PPG Policies and Procedures including for the gate and site security and the office.

·         Supports the Safety Manager.  Uploads all forklift documents and other safety documents.

·         Supports the Talent Acquisition Specialist.  Includes logging candidate dispositions in applicant tracking and on Indeed.

·         Supports the HR Business Partners.  Collects and scans HR documents including HUG and performance review forms.

·         Supports the Payroll and Benefits Manager as needed.

·         Communicates birthday and anniversaries for the PPG team and Senior Leaders and manages the monthly celebrations.  Circulates all cards for special occasions.

·         Attends Chamber of Commerce meetings in Perry, Warner Robins, and Macon.  Purpose is to interact with the community leaders and promote Gilmer Warehouse.

·         Coordinates lunches and events at the corporate site including ordering food and ensuring the conference rooms are prepared for meetings and visitors.

·         Coordinates Lunch and Learn events for the HR team.

·         Performs other related duties and projects as assigned.

Requirements:

·         Proficient in Microsoft Office Suite including Excel, Word and PowerPoint, or similar software.  Expected to demonstrate skill level via online testing.

·         Shall maintain a high level of professionalism in person, in the office, and on the phone.

·         Ability to protect confidential information.

·         Excellent organizational skills and attention to detail.

·         Ability to operate general office equipment.

·         Excellent written and verbal communication skills.

·         High school diploma or equivalent required.

·         Two years of Executive Administrative Assistant experience preferred.

Work Environment:

·         The employee may be exposed to moving machinery when working in the warehouse.

·         The job will occasionally require lifting / carrying / pushing / pulling up to 50 lbs.

·         This job may require working extended hours, Saturday, Sunday and Holidays, and other shifts and overtime as needed, to meet customer requirements.

EEO Statement:

Gilmer Warehouse does not discriminate based on race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other category protected by law in provision of employment opportunities and benefits.

Other Duties:

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.