Executive Assistant - NFI Industries

We are seeking a highly organized and detail-oriented Executive Assistant to support our EVP, Chief Risk Officer and Enterprise Risk Management department. The ideal candidate will be proactive, resourceful, and possess exceptional communication and organizational skills. This role requires the ability to handle a wide range of administrative and executive support tasks, many of which are confidential and/or sensitive in nature.  The role interacts  with Company Ownership and Executive Leadership across the organization.  Individual must be a proactive, responsible, and reliable and must possess a positive attitude and professional demeanor.

The Executive Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.  This position may also train and support other clerical staff.  

• Manages and maintains executives’ schedules, phone, calendar and daily planning.  Will also support the SVP Occupational Health & Safety and the VP, Corporate Security Services.

• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion

• Provide administrative support as needed, including but not limited to filing, scanning, faxing, and copying documents

• Books travel and business transportation.  

• Assist in the preparation and scheduling of meetings and take minutes when required.

• Act as the point of contact between executives and internal/external stakeholders

• Manages, completes and submits Expense reports.  Reviews and ‘approves’ expense reports for EVP’s direct reports as designated.

• Manages executives’ email and paper inbox, especially while out of office, and delegates to appropriate individuals as appropriate to manage workflows.

• Prepares, validates and processes Monthly Captive Premium billings.

• Prepares invoices, reports, letters, financial statements, budget and other documents using MS Office Suite.

• Manages and leads the Owner’s Personal Insurance programs, renewals, invoicing, and electronic filing. Works with insurance brokers to effect these renewals and interim data requests.  Maintains insurance register of all policies, renewal and billings.

• Updating and keeping ERM Department GoogleSites current and relevant.

• Prepares responses to correspondence containing routine inquiries.

• Assists in the setup and oversight of administrative policies and procedures for offices and/or organizations.

• Prepare and edit correspondence, communications, presentations, and other documents.

• Performs general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.

• Files and retrieves corporate documents, records and reports.

• Organizes and manages our department “Lunch & Learn” meetings, Team outings, and serves as the lead of our department Spirit Champion.

• Tracks and maintains WorkStep Program administration and reporting.

• Prepares agendas and schedules executives’ meetings, including but not limited to ERM Leadership Meetings.

• Handle confidential information with discretion.

• Conduct research, compile data, and prepare reports as needed.

• Performs duties as requested by the Executive.

• High School Diploma required.

• Proven experience as an executive assistant or similar administrative role.

• Strong organizational and time management skills.

• Demonstrated ability to handle confidential information appropriately.

• Attention to detail in composing, typing, proofing materials, establishing priorities, flagging items for attention and meeting deadlines.

• Excellent verbal and written communication skills.

• Excellent internal and external customer service skills.

• Proficient in Google Suite, GoogleMeet, GoogleSites, Microsoft Office applications

• Ability to multitask and prioritize daily workload.

• Professional appearance and demeanor. 

• Strong customer service skills.

• Ability and availability to work extended hours.  Job requires 4 days a week in Camden Office.

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)