Executive Assistant - STULZ Air Technology Systems, Inc.

Summary:

Provides administrative support for executive management. Responsibilities include screening calls, calendar management, making travel, and meeting arrangements, and preparing reports and financial data. The position requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, organizes and coordinates executive special projects independently from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Essential Duties and Responsibilities:

• Completes a broad variety of administrative tasks, which requires extreme confidentiality for the executives;
• Coordinates travel reservations and bookings for executives, employees, representatives, and guests.
• Prepares reports by conducting research, collecting, and analyzing information.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
• Maintains customer confidence and protects operations by keeping information confidential
• Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas and compiling documents for travel-related meetings.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive's time and office
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Works closely and effectively with the executives keeping them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a " barometer," having a sense of the issues taking place in the environment and keeping the executives updated.
• Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Manages the following programs however not limited to:
• Time Clock
• Organization Chart (PowerPoint)
• Expense Account
• Travel

Qualifications:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with staff, board members, representatives, and customers
• Identifies and resolves problems time efficiently; gathers and analyzes information; develops solutions; uses reason.
• Expert-level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality; and applies feedback to improve performance.
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Forward-looking thinker, who actively seeks opportunities and proposes solutions
• Take initiative and work with minimal supervision.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education/Experience:

• Associate's degree or minimum of three (3) years experience in general office procedures or possess an equivalent combination of education, training, and/or experience
• Minimum typing speed of 60-70 wpm
• In-depth knowledge of office equipment
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Visio), and Adobe Acrobat.
• Preferred Field of Expertise: Manufacturing
• Previous experience supporting Executives required

Certificates, Licenses, Registrations:

• Preferred Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS)
• Preferred Notary for the State of Maryland