Executive Assistant

ESSENTIAL JOB FUNCTIONS

• Order and maintain general facility supplies, such as copy paper and toner cartridges.
• Coordinates and maintains vendor relationships for facility wide services, such as copy machine service/maintenance, housekeeping, vending and employee break rooms, and shop floor employee uniforms.
• Maintains mail room, sorting and distributing mail, providing assistance to employees and coordinating with Shipping & Receiving as required.
• Coordinate and review timecards for managerial approval.
• Provide support to multiple departments for AR and AP required data entry and matching.
• Maintain complex and detailed calendars for facility conference rooms.
• Manage the coordination of internal and external meetings for multiple managers as needed.
• Arrange and coordinate domestic and international travel for management personnel.
• Coordinating with HR, organize all aspects for facility events, including catering, set up and clean up.
• Process invoices and expense claims for Director of Operations. Ensure all policies are followed and items are processed within provided guidelines.
• Produce high quality emails and messages to individuals at all levels of the organization.
• Handle regular activities without prompting and advise in advance of any issues or delays.
• Assist in editing spreadsheets and presentations, including printing and bindings.
• Updates supervisor of critical issues/events.
• Maintain NOV guidelines on safety, quality, and delivery.
• Clean work areas as necessary to maintain cleanliness, health, and safety standards.
• All other reasonable tasks assigned with the goal of helping the team, operations, or the facility overall.

FACILITY/GROUP -SPECIFIC RESPONSIBILITIES/EXPECTATIONS

• Champion facility goals for Safety, Quality, Delivery, Innovation and Cost - seek opportunities to provide feedback on process improvements, cost savings, and opportunities to work more efficiently and/or safely.
• Remain open to feedback and collaboration with other departments and business units
• Regular attendance and timeliness

EDUCTATIONAL & EXPERIENCE QUALIFICATIONS

• High School Diploma or equivalent
• 3+ years of administrative experience
• Tact and good judgment in confidential situations, and proven experience interacting with management
• Strong interpersonal, written, and oral communication skills
• Strong proficiency in Microsoft Office

KNOWLEDGE, SKILLS, & ABILITIES /COMPETENCIES