Executive Assistant

Title: Executive Assistant

Department:

Reports to:

Position Summary:

The Executive Assistant plays a crucial role in providing comprehensive support to ensure the smooth and efficient operation of the Sales, Engineering and Executive departments. This position involves assisting with day-to-day tasks, managing information flow, coordinating schedules, and maintaining a professional and organized work environment. The Executive Assistant serves as a reliable point of contact for internal team members, upholding a friendly and approachable demeanor while displaying exceptional organizational and multitasking abilities.

Knowledge

• Proficiency in standard office procedures and protocols, including managing schedules, coordinating meetings, handling correspondence, and maintaining filing systems.
• Strong computer literacy, including proficiency in word processing, spreadsheets, presentation software, and email management. Familiarity with office productivity tools such as Microsoft Office.
• Effective time management skills to prioritize tasks, meet deadlines, and handle multiple projects simultaneously.
• Excellent verbal and written communication skills, enabling clear and professional interaction with colleagues and external stakeholders.
• Strong organizational skills, attention to detail, and the ability to maintain meticulous records and files are essential for maintaining an efficient workspace.
• A willingness to learn and adapt to new technologies, software, and equipment commonly used in office environments. This may include familiarity with video conferencing platforms, document management systems, customer relationship management (CRM) software, or other specialized tools.
• Understanding the importance of maintaining confidentiality in handling sensitive information, including employee data, financial records, and company strategies.

Skills / Abilities

• The ability to stay organized and adapt to changing priorities is crucial.
• Active listening, strong interpersonal skills, and the ability to convey information accurately and concisely are key.
• The capacity to track and manage multiple tasks and deadlines with accuracy is highly desirable.
• The ability to think critically, identify issues or inefficiencies, and propose practical solutions.
• Being customer-focused and having a friendly and helpful attitude toward internal and external stakeholders.
• Strong customer service skills, including patience, empathy, and the ability to handle inquiries or complaints professionally, can contribute to positive working relationships.
• The capacity to adapt to changing priorities, responsibilities, and work environments.
• Flexibility, resilience, and the ability to perform well under pressure are vital.

Education / Requirements

• High School Diploma is required.
• Associate degree or Certificate in Office Administration, Business Administration or a related field is beneficial
• Bachelor’s Degree in a relevant field, such as business administration, communication, or other related field is beneficial
• 2+ Years experience as Office Administrator or working in a similar capacity.

Physical Requirements

• Sitting for Extended Periods
• Manual Dexterity
• Able to read and speak English.
• Able to lift and carry up to 50lbs.
• Able to stand, walk, and kneel

The following is an example of the tasks that are required of this role, not an all inclusive listing.

• Ensure all customer quotes are completed on time.
• Enter data into quote log and set up customer folder
• Send prints / CAD models to Engineering
• Log completetion of quote
• Send prints / CAD models to tool shops for outside tooling quotes
• Send IQS to CEO and President for final review and approval
• Enter quote into ERP system once pricing is approved
• File formal quote in quote folder
• Send prints / CAD models to purchasing for times that need quoted from suppliers
• Log receipts of orders
• Create program folder and file contents
• Add order to APQP list
• Send order to customer service after approved by sales team
• Quarterly Meeting organization
• Expense Reports & misc purchases
• Document scanning / storage
• Plant communication updates
• Plant meeting room prep for visitors
• Resolve meeting room conflicts