Executive Assistant - ITT, Inc.
Stafford, TX 77477
About the Job
Schedules appointments, gives information to callers, and otherwise relieves VP of Sales of clerical, administrative and business detail work. Handles internal and external contacts with resourcefulness, tact and discretion. Must be willing to provide support as needed and requests including overtime, holiday and weekend work. Must have strong command and understanding of confidentiality.
Supports the senior managers in meeting deadlines and requirements, report assistance, and occasional administrative duties; is responsible for travel according to corporate policy; anticipates and performs supporting work to prepare senior managers for future meetings or tasks.
Essential Responsibilities:ESSENTIAL DUTIES &RESPONSIBILITIES include the following. Other duties may be assigned.
Anticipates and prepares principals to meet all deadlines for ITT Industries and sales reporting requirements, meetings, etc.
Assists in managing the schedule of, and access to, the GM. Schedules appointments. Arranges meetings and food service when required, including coffee/beverage service.
Prepares, directs and/or manages various reports as required, including business reviews, GDP, and meeting minutes/logs, in appropriate programs, including PowerPoint, Word, and Excel. Proofreads and edits presentations and reports for GM and senior staff.
Arranges travel schedules and reservations. Travel Coordinator for the GM.
Manages electronic file storage and maintenance for GM on company server. Files correspondence and other records, both hardcopy/electronic. Records and maintains location of files.
Coordinates and manages various meetings, such as All Employee, Business Review, etc. Manages presentations, insures various contributors report timely.
Answers telephone & gives information, or routes call to appropriate official. Also places outgoing calls.
Reads, routes and prioritizes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Prepares routine correspondence.
Greets visitors, ascertains nature of business, and conducts visitors to coworker or other appropriate person. In charge of hospitality for guests and meetings.
Maintains senior leaders’ time, attendance and vacation records.
Orders supplies, prepares electronic requisitions for others and maintains records of purchases. Maintains office equipment. Makes copies of correspondence or other printed matter. Prepares outgoing mail.
Provides contract management and contract pricing support.
Serves as the central point of contact for Technical Sales Representatives.
Serves as administrator of EV legal agreements on Sharepoint site.
Performs business intelligence reporting.
Supports Domestic and International travel, as well as International Visa applications.
- Verifying and Signing CDN monthly invoices for Canada Finance to process and pay thru P2P portal
- Purchase office supplies thru Staples Canada as required
- Central contact for Canada and USA www.gouldspumps.com web locator inquires, Identify whether direct or indirect and forward appropriately to direct or indirect sales staff with c.c. to RSM or RDSM
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Four-year college degree and two years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and comprehend simple and complex instructions, short correspondence, and memos. Ability to write professional, effective correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other coworkers of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. File financials /understand finance business cycles. Lift numbers from financial reports for clear understanding and create in PowerPoint.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
ORGANIZATIONAL SKILLS
Ability to effectively plan, coordinate and negotiate meeting events, especially semi-annual Management Conferences, Operations Reviews, etc.
COMPUTING SKILLS
Ability to proficiently utilize word processing and presentation software, spreadsheets, internet, e-mail and other custom applications in an MS Windows/MS Office environment.
CERTIFICATES, LICENSES, REGISTRATIONS
N/A
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by a coworker to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the coworker is regularly required to talk or hear. The coworker frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The coworker is occasionally required to stoop, kneel, or crouch. The coworker must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those a coworker encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet, however, need ability to focus in distracting environment and return to tasks after many interruptions.