Executive Administrative Assistant - FXI Inc

Building our Future Together. FXI is a leading producer of foam innovation in the Bedding, Furniture, Industrial, Home & Office, Healthcare, and Transportation markets. We have made it our mission to provide tailored solutions that delight our customers and consumers. With our corporate headquarters, high-tech research and development facility, and multiple manufacturing locations in North America, FXI has built a culture of innovation and achievement that is recognized by customers, suppliers and peers. Our products include finished goods, sub-assemblies, services, and raw materials for OEMs, fabricators, and retailers. You will find FXI’s foam innovations inside, around, and under yourself in countless applications. Everywhere foam goes, FXI’s innovations lead the way! Won’t you join us?

Job Overview: We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The ideal candidate will be a self-starter with exceptional communication skills, attention to detail, and the ability to handle confidential information with discretion. The Executive Assistant will play a critical role in ensuring the smooth operation of our executive offices, managing schedules, coordinating meetings, and handling various administrative tasks as needed.

1. Calendar Management: Effectively manage executive calendars, including scheduling appointments, meetings, and conference calls, while prioritizing conflicting commitments and ensuring timely reminders.
2. Travel Coordination: Arrange complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visas, ensuring cost-effectiveness and seamless logistics.
3. Communication: Serve as the primary point of contact for internal and external communications on behalf of the executive team, including screening calls, responding to emails, and drafting correspondence.
4. Meeting Coordination: Coordinate and schedule meetings, prepare agendas, and compile necessary materials and presentations, ensuring all participants are well-informed and prepared.
5. Administrative Support: Provide high-level administrative support, including preparing reports, presentations, and meeting minutes, managing expense reports, and maintaining accurate records and files.
6. Project Assistance: Assist with special projects and initiatives as assigned by the executive team, conducting research, compiling data, and providing administrative support to ensure successful project outcomes.
7. Confidentiality: Maintain strict confidentiality and discretion regarding sensitive information, including executive discussions, personnel matters, and company strategies.
8. Relationship Management: Cultivate positive working relationships with internal and external stakeholders, including executives, board members, clients, and vendors, representing the executive team with professionalism and integrity.
9. Problem Solving: Anticipate and proactively address potential issues or conflicts, exercising sound judgment and discretion in resolving challenges as they arise.
10. Organization: Keep executive offices organized and efficient, managing office supplies, coordinating equipment maintenance, and implementing systems to streamline administrative processes.

• Bachelor's degree preferred, or equivalent combination of education and experience.
• Proven experience as an executive assistant or similar role, supporting C-level executives or senior management.
• Exceptional organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact professionally with individuals at all levels, both internally and externally.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality in handling sensitive information.
• Ability to remain calm under pressure and adapt to changing priorities.
• Flexibility to work occasional evenings or weekends, as needed.
• Experience in project management or event planning is a plus.