Executive Administrative Assistant

Department: General Management

Reports to: Head of HR USA West Coast

FLSA Status: Non-Exempt

Last Updated: 12/08/2023

SUMMARY

Primary duties involve the administrative support to the executive staff. The Administrative Assistant needs to be able to multi-task and to work well under pressure. Good time management is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

Supervisory Responsibilities - None

Duties

1. Maintain calendar for executives.
2. Schedule dinners and financial calls
3. Answer incoming calls.
4. Compile meeting materials
5. Attend meetings, record and distribute notes.
6. Compile monthly Flag Report.
7. Coordinate travel arrangements for executives and Board members.
8. Assist in preparing formal presentations.
9. Prepare and distribute monthly reports for sales and subsidiaries.
10. Process expense reports
11. Maintains specific, up-to-date work procedures, including records and files used for reference and management needs.
12. Contributes to a team effort by working with co-workers in a professional, respectful and courteous manner.
13. Plans and organizes daily work schedule to support the needs and direction of Executive Management.
14. Keeps management informed at all times.
15. Provides back-up phones support and supports other departments as directed.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tasks require walking, sitting, bending, reaching, mobility, frequent lifting and pushing/pulling. Work requires computer skills (word processing, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job.

Secondary duties with added requirements may be assigned from time to time.

POSITION REQUIREMENTS

Company Values

Nor-Cal Products, Inc. dba Pfeiffer Vacuum Valves & Engineering (PV V&E) believes that we are all suppliers and customers of someone in our organization. Our employees must be able to demonstrate this customer-centric belief - which means that you are value-adding, reliable, performance-driven, innovative, service-minded and agile – in all of their business activities. We expect that our company values of open mindedness, trust, communication, thinking strategically/being creative, being courageous, accountable and humble, ethical sensitivity/compliance, resilience/facing diversity and fostering a culture of empowerment, engagement and collaboration will drive the actions of our employees.

General Qualifications:

1. Ability to effectively deal with management concerns in a professional, positive manner.
2. Ability to access and accurately input information using moderately complex computers, software and databases.
3. Ability to type reports, detailed documentation, and proficient use of Excel spreadsheets, Word, and PowerPoint. Ongoing interaction with Executive Management and Sales.

Education and/or Experience

1. Any combination of education, training and experience equivalent to graduation from high school, or that would provide the required knowledge, skills and abilities to perform the job. AA degree in Business preferred.
2. Minimum of 24-months in Office Administration / Customer Service-related experience, and 12-months specific experience in a fast paced international corporate environment.

Language Skills

Excellent written and verbal communication skills.

Mathematical Skills

Basic mathematics skills.

Reasoning Ability

Able to work in a fast-paced environment, with quickly changing work priorities.

Certificates, Licenses, Registrations

Valid driver license.

TOOLS AND/OR EQUIPMENT

WORK ENVIRONMENT

Inside, climate / noise-controlled office environment; lifting to less than 30 lbs. This position may work in various environments including office, factory or home settings. Employees who choose to work from home are expected to comply with all company requirements for core work hours or in-person attendance at company meetings or events. (as applicable)

Nor-Cal Products, Inc. dba Pfeiffer Vacuum Valves & Engineering (PV V&E) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact Danielle Clair at 530-841-9150.