Executive Administrative Assistant - Baltimore Aircoil Company

POSITION PURPOSE

At BAC, our vision is to Reinvent Cooling to Sustain the World. As we endeavor to achieve this vision, we’re currently seeking an Executive Assistant to be a supportive talent whose mission is to help empower our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to executives. Given the dynamic nature of the executive landscape, we rely on Executive Assistants to be flexible and consistent while maintaining the confidentiality of high-level data and operations.

The Executive Assistant will be responsible for providing high-level administrative support by preparing reports and presentations, supporting internal communications, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role may also train and supervise additional clerical and administrative staff.

PRINCIPAL ACCOUNTABILITIES

• Support the President primarily and provide additional support to GLT (Global Leadership Team) members, as directed, to ensure that company goals and objectives are accomplished.
• Prepare presentations including PowerPoint presentations or speeches as required.
• Maintain and refine internal processes that support GLT company-wide and coordinate internal and external resources to expedite workflows.
• Manage communication with employees by liaising with GLT on various projects and tasks.
• Plan and orchestrate work to ensure that GLT priorities are met, organizational goals are achieved, and best practices are upheld.
• Manage and maintain GLT schedules and travel logistics.
• Prepare expense report for President and others, as assigned.
• Prepare responses to correspondence containing routine inquiries.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Complete forms on behalf of GLT in accordance with company procedures.
• Prepare agendas and arrange logistics, such as coordinating catering for luncheons, for Global Leadership Team, Amsted visits, and other meetings.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution to the GLT, as appropriate.
• Maintain professionalism and strict confidentiality with all materials and data.
• Organize team communications and plan events, both internal and off-site. 
• Attend meetings to record minutes, when necessary.
• Other administrative duties as assigned.

KEY RELATIONSHIPS

• President
• Global Leadership Team
• Amsted Executive Assistant
• Industry association contacts
• 3rd party vendors

COMMUNICATION AND REASONING ABILITY

• Demonstrate a sense of urgency in responding to requests.
• Ability to balance multiple executive requirements and prioritize appropriately.
• Ability to comprehend, analyze, and interpret business documents.
• Detail-oriented communications.
• Highest level of confidentiality.

TRAVEL

• Approximately 20%; majority would be domestic supporting GLT or President

KNOWLEDGE & SKILLS

• Five or more years of experience in an administrative role reporting directly to CEO, President, or other executive leadership. 
• Bachelor’s or associate degree (or equivalent education and experience)
• Excellent written, verbal and PowerPoint/digital 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.
• Collaboration skills.

WORKING CONDITIONS

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 accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. While performing this job, the employee is regularly required to stand and walk up to 40% of the time. This position requires occasional lifting up to 20 pounds and travel both domestically and internationally up to 25% of the time.

Experience

• 5 year(s): Experience in an administrative role reporting directly to CEO, President, or other executive leadership. 

Education

• Bachelors or better in Administration

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)