Executive Administrative Assistant

Established in 1901, Milwaukee Valve manufactures valves for a variety of industries including Industrial, Commercial, Fire Protection, Marine and the dry bulk hauling industries. Our products have been installed on every U.S. Navy ship built for the last 50 years.

Our heritage, our people, and our passion is to be the best, and Milwaukee Valve is proud of its engineering excellence and its employees who take pride and dedication in their work. In return, Milwaukee Valve offers an excellent benefit package, competitive wages, and promotional opportunities including Health, Dental, Life and Disability Insurance options, Flex Spending, 401K with employer match, tuition assistance, paid time off, and shift premiums. For more information please visit:

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Summary - Under the direction of the VP of Finance, Administration and CFO, the Executive Administration Assistant provides the following primary support services.

This role will coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the executive management team, connecting organizations, projects, and critical business information to the executive management team, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the business.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the executive management team’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including the Management Team, Leadership Team, and external parties. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Essential Duties and Responsibilities include the following:

• Supports the executive management team members, as directed, to ensure that company goals and objectives are accomplished and that daily business operations run efficiently.
• Maintain and refine internal processes that support the executive team and coordinate internal and external resources to expedite workflows.
• Manage communication with employees, customers, suppliers, and corporate headquarters by liaising with internal and external executives on various projects and tasks.

• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld throughout the organization.
• This individual must possess excellent communication, interpersonal skills, strong organizational and time management skills to work independently and proactively to support the executive management team.

• Manage scheduling for executive management team, including agendas, mail, email, phone calls, client management, and other company logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives.
• Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals.
• Provide administrative and office support, utilization and proficiency with Microsoft Office; Outlook, Teams, Excel, Word and Powerpoint, and maintenance of filing system and contacts database.
• Maintain professionalism and strict confidentiality with all materials and information.
• Organize team communications and plan events, both internal and off-site.

Other duties may be assigned.

Supervisory Responsibilities - This position has no supervisory responsibilities.
Additional Requirements - To perform the job successfully, an individual should demonstrate the following requirements and competencies.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Qualifications - 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.
Education and/or Experience - One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

• Four or more years of experience in an administrative role reporting directly to upper management.
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Language Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages.

Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Computer Skills - To perform this job successfully, an individual should have knowledge of Excel Spreadsheet software and Word Processing software.
Other Skills and Abilities - Must possess excellent clerical skills, including typing, basic word processing, the use of office equipment including fax and copy machine.
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.
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus.
Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.

Experience

• Ability to maintain confidentiality of information related to the company and its employees.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Four or more years of experience in an administrative role reporting directly to upper management.
• One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience

Education

• Some college or better

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)