Executive Assistant - Operations

Wabtec•Plattsburgh, NY

2d•$24 - $28•Onsite

About The Position

The Executive Administrative Assistant of Operations will be responsible for assisting the Director of Operations in the day-to-day operations of the two sites of the Plattsburgh, NY plant. He/She will also have Office Management responsibilities. This role involves providing full administrative support, including preparing documents and presentations, responding to correspondence and requests, organizing meetings, and maintaining the calendar and administrative records of the Director of Operations. The position also includes answering facility phones, collaborating with internal and external stakeholders, acting as an intermediary, ensuring smooth communication flow, compiling data and preparing reports, sorting and distributing mail, organizing event details, assisting with travel arrangements, ordering office supplies, managing uniform contracts, maintaining printers, assisting the safety coordinator, and maintaining company vehicles.

Requirements

College Degree in secretarial or office automation or equivalent work experience preferred
Have a minimum of 5 years of experience in an executive assistant position
Good knowledge of Microsoft Office suite software (Word, Excel, PowerPoint)
Dynamism, rigor and ability to work independently
Great sense of organization
Good management of priorities and respect of deadlines
Ability to communicate easily and effectively
Force of proposals and improvements
Know how to keep a certain professional discretion and keep confidential information
Resistance to stress and time constraints
Employee is required to be on-site to assist in day to day operations and perform daily duties.
Primarily sitting at a desk up to 8 hours a day.
Standing, bending, twisting may be required
Ability to lift 40lbs.
Wearing PPE including but not limited to hearing protection, hard hat, bump cap cut resistant gloves at various times based on current project.
Safety glasses & steel/composite toe shoes are required for entirety of shift.
Must successfully pass initial and random drug screenings.
May require step stools or ladders.

Responsibilities

Provide full administrative support, including preparing documents and presentations; respond to correspondence received, requests and telephone calls; write letters; organize meetings; write and distribute minutes
Maintain the calendar, daily schedule and administrative records of the Director of Operations
Answers phones for the facilities and transfer calls appropriately.
Collaborate with executives inside and outside the company: with customers, suppliers, visitors and other senior executives from different sites
When needed, act as an intermediary between the Director of Operations, the Plattsburgh management team and the employees.
Ensure the normal flow of written communications, maintain schedules, make the necessary arrangements and keep records up to date
Compile data and prepare reports, if necessary for Director, PM, Mfg Eng. as needed
Sort mail, including preparing and distributing outgoing mail
Organize event details such as menus, accommodation, audio-visual equipment, improved services, agenda and road maps
Assisting the Internal Travel Service with travel preparations by providing relevant information relating to travel reservations (e.g., car, rental, hotel, etc.)
Responsible for ordering office, cafeteria and cleaning supplies.
Maintains uniform contract and works with uniform company for any issues
Maintains all printers in both facilities- responsible for supply ordering, IT tickets and working with the Xerox tech for onsite projects.
Assist the safety coordinator with reports or other administrative tasks.
Maintains company vehicle – responsible for scheduling maintenance, detailing and assists with booking vehicle for trips.
Other duties as assigned