Executive Assistant - EFC Gases & Advanced Materials

About EFC Gases & Advanced Materials:  

With corporate offices located in historic Hopkinton, Massachusetts and several domestic locations across the United States, we are a leading supplier of specialty gases, halocarbons, and rare gases.  Since our inception in 2003, EFC's continued success is attributed to our ability to champion the evolving industries we serve. This means we continuously broaden our scope of work and complexity of our organization through investments in infrastructure and, our most valued asset, our diverse team.  

Our employees work collaboratively to ensure that our customers receive the highest level of customer service, and that our products meet the most stringent specifications demanded by their industries.  At EFC, we’re invested in the global economy and understand its complexities.  Our business model allows us to obtain products from global sources, purify them to our customer’s required levels, and we provide exacting analytical reporting information when required to do so.

We are committed to being leaders in customer satisfaction, safety, environmental protection, and continuous improvement through our ISO9001:2015 status.  We are a growing company, quickly transforming and we are interested in key talent who are just as excited as we are about the future.   At EFC, we each commit to making a positive impact - come join our growing team!  Learn more about our business and leadership team by visiting our website: https://efcgases.com/

POSITION SUMMARY: 

We are seeking a highly organized, adaptable, and proactive Executive Assistant to support the President/CEO in both professional and personal capacities. This role ensures the efficient operation of corporate functions by managing schedules, communications, and critical business activities, while also providing personal assistance with errands, appointments, and events.

As a key partner to the Executive Team, the Assistant acts as a gatekeeper, prioritizes key matters, and may represent the President/CEO’s directives as needed. Additional responsibilities include office management, vendor coordination, and internal communications, utilizing tools like Adobe Creative Suite to create engaging content.

The ideal candidate will demonstrate exceptional organizational skills, discretion, and flexibility, excelling in both administrative and personal support to ensure seamless management of the executive’s professional and personal life.

DUTIES AND RESPONSIBILITIES:

•    Administrative Support: Manage the executive’s schedule, correspondence, and travel arrangements; handle phone calls, mail, and professional communication with confidentiality and professionalism; record minutes during meetings and maintain organized filing systems.

•    Office Management: Oversee office operations, including supplies, vendor coordination, and facility maintenance; welcome visitors and manage clerical tasks such as filing and proofreading; act as a representative for the President/CEO on critical matters.

•    Event & Meeting Coordination: Organize meetings, prepare materials, and plan company events, including catering, travel, and entertainment arrangements; conduct research and maintain spreadsheets and presentations.

•    Internal Communications: Collaborate with departments to share updates and create visually engaging content, such as newsletters and reports, using design tools like Adobe Creative Suite and PowerPoint.

•    Personal Support: Assist with personal errands, appointments, and events, including family-related tasks, or other non-business-related responsibilities.

•    Special Projects: Negotiate vendor contracts to reduce costs; support special projects and additional duties as assigned.

QUALIFICATIONS:

•    Associate’s degree or equivalent, with at least ten years of related experience, or an equivalent combination of education and experience.

•    Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is required; experience with Adobe Creative Suite or similar design tools is strongly preferred.

•    Excellent verbal and written communication skills, with the ability to interact effectively across professional and personal contexts.

•    Exceptional organizational skills and the ability to manage priorities with discretion and confidentiality.

•    Demonstrates versatility, flexibility, and a positive attitude toward managing changing priorities across professional and personal needs.

•    Proactive approach to handling complex projects, showcasing sound decision-making and attention to detail.

COMPETENCIES:

•    Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
•    Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
•    Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
•    Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
•    Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
•    Motivation – A self-starter who manages responsibilities and commitments clearly.  Measures performance against successful achievement of defined goals and objectives.
•    Trust – Understands the elements of building and sustaining trust with others, values credibility and treating others with respect and dignity at all times.   Able to maintain confidential and sometimes sensitive information.  
•    Independent Judgement, Decision Making and Discretion – is able to use sound independent judgement when making decisions which have a direct impact on the company, financial resources and company capabilities and commitments.
•    Self-Awareness – Professional in their approach with others at all times; is open to feedback, Takes direction and is able to prioritize tasks well; seeks clarification when needed.   Has a strong customer service orientation and can-do approach to work.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

•    Occasionally required to stand and walk
•    Continually required to sit and talk or hear and utilize visual acuity to use a keyboard
•    The noise level is usually quiet
•    Occasionally lift and/or move up to 30 pounds

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.