Executive Assistant

Technibilt Ltd dba Wanzl NA•Denver, NC

4h•Onsite

About The Position

The Executive Assistant plays a pivotal role in supporting the Management Board for Wanzl North America, as well as ensuring an efficient operation of the WNA Corporate Center. Reporting directly to the VP of HR, the Executive Assistant is responsible for managing administrative tasks, coordinating administrative activities for multiple areas of the Corporate Center serving in an office management capacity, and providing essential support to enhance the effectiveness of the Management Board. The Executive Assistant will interact with staff at all levels of the organization while maintaining the highest level of professional and confidentiality. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. This position will be located at the Corporate Center for Wanzl North America (WNA) in Denver NC. Wanzl North America’s (WNA) vision is to be a leading entrepreneurial player in terms of market share, agility, and game-changing solutions. WNA is a solution provider, creating value along the supply chain of our customers, from the online purchase to the delivery to their customers. WNA, which includes the Technibilt and Cari-All brands, headquartered in Denver, North Carolina. With nearly 500 employees and 175 MUSD of sales, WNA focuses on the retail and distribution market segments with marquee customers such as Walmart, Amazon, and the majority of large grocers and retailers. In addition to being the largest manufacturer of shopping carts in North America, WNA has three (3) additional main product segments as well as a Service business, providing turnkey solutions for customer guidance (Access Systems) and Shelving & Fixtures, as well as Material Handling/Rolling Stock products. Additionally, WNA is active in building a “digital” business line that improves ROI or reduces Total Cost of Ownership for the customer, including solutions for autonomous and/or semi-autonomous retail stores. WNA is part of the Wanzl group, headquartered in Germany, and has 12 plants in 8 countries, providing comprehensive, solutions-driven service and expert knowledge of local markets for customers across the globe through their 360° service.

Requirements

Bachelor’s degree in Business Administration, Marketing, or a related field.
Proven experience in an administrative, sales support, or marketing role.
Solid experience scheduling travel arrangements and using an online travel system, to include experience with domestic and international travel requirements.
Excellent communication and interpersonal skills.
Attention to detail and problem-solving skills.
Ability to work independently and as part of a team.
Ability to manage multiple tasks in a fast-paced environment.
Proficiency in all Microsoft Office applications, including MS Teams, Excel and PowerPoint, and Smartsheet.
Basic understanding of CRM
Excellent teamwork skills
Strong customer service orientation.
Ability to handle confidential information with discretion.
Project management skills and the ability to manage multiple priorities.
Limited travel. Local travel to regional offices may be necessary.

Nice To Haves

Experience with passport and Visa requirements and renewals; coordination with international student exchange programs a plus.
Experience with marketing tools and platforms (e.g., email marketing software, social media management tools).
Experience with data analysis and reporting.

Responsibilities

Administrative support for the Management Board, while supporting and overseeing the day-to-day general office needs for the WNA Corporate Center.
Meeting Coordination: Organizing internal and external meetings, including setting up meeting rooms, video conferences, preparing agendas, sending out meeting invites and ensuring necessary materials and equipment are available.
Calendar Management: Managing the Management Board team calendars to ensure optimal time management, avoiding scheduling conflicts, and prioritizing meetings based on importance and urgency. This will require interaction with both internal and external executives and assistants, consultants, vendors and /or other company relationships, to include direct coordination with the global headquarters for Wanzl Group.
Travel Arrangements: Coordinating travel logistics such as booking flights, accommodations, and transportation for the Leadership team members, new hire onboarding, and interview candidates, to include some international travel. Preparing travel itineraries and ensuring all necessary documents are in order.
Internal Communication: Serving as a communication hub for the sales department, disseminating important information, updates, and announcements to the sales team and other areas of the organization.
External Communication: Assist as needed with managing/coordinating correspondences with clients, vendors, and other stakeholders. Responding to inquiries promptly and professionally.
Corporate Center Administration: Day/day office administration functions for the WNA Corporate Center (incoming/outgoing mail; on and off-site event planning and catering; conference room preparation). Serve as the main receptionist for the Corporate Center, to include managing all visitor activities.
Maintenance and development of the Corporate digital communication boards by location (electronic bulletin boards) to include content development provided from various areas of the organization.
Documentation Management: Assist with handling the preparation, formatting, and filing of documents, proposals, and reports. Drafting, formatting, and proofreading documents such as supporting the development of sales proposals, presentations, and reports. Ensuring documents adhere to company standards.
Budget Tracking: Assisting in tracking the departmental budgets, monitoring expenditures, and highlighting variances. Assists negotiating corporate hotel / rental car rates, to better control expenses.
Workflow Optimization: Identifying opportunities to streamline administrative processes, reducing redundancies, and implementing best practices.
Technology Utilization: Leveraging technology to enhance administrative efficiency, such as using project management tools, communication platforms, and automation software.
Customer & VIP Visitors: Welcoming and hosting visitors, clients, and vendors in a professional manner. Scheduling and planning customer & VIP meetings, activities, travel, etc.
Event Coordination: Assisting with the planning and execution of company events, such as staff meetings, training sessions, and social gatherings. Handling logistics and participant coordination.
Special Projects: Assisting with special projects as assigned by the Management Board, providing support where needed.