Executive Assistant Jobs

About The Position

Requirements

• High school diploma required.
• At least four years of related experience required.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time-management skills and a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to type at least 50 words per minute.
• High proficiency with Microsoft Office Suite or similar software and ability to learn new or updated software.
• Ability to develop the skills necessary to operate computer hardware and software to generate or retrieve information required for job responsibilities.
• Ability to read and interpret financial reports, respond professionally to routine inquiries and complaints from regulatory agencies, business contacts, and employees, and clearly present information to senior management.
• Ability to meet the physical requirements of the role, including routinely climbing stairs, regularly lifting and/or moving up to 10 pounds, and occasionally lifting and/or moving up to 25 pounds.
• Ability to report to the worksite in Watertown, New York.

Nice To Haves

• Bachelor’s degree in Business Administration or a related field.

Responsibilities

• Manage the General Manager’s business calendar, coordinate meeting requests, resolve scheduling conflicts, prepare agendas and materials, and flag competing priorities or important deadlines.
• Provide limited personal scheduling support at the General Manager’s direction.
• Attend designated off-site business events, customer meetings, and site visits with the General Manager, which may be domestic or international; coordinate logistics, take dictation and meeting notes during key customer visits, and prepare accurate summaries and action items for review and follow-up.
• Distribute meeting notes only as authorized and handle confidential company, customer, and personal information discreetly, following records-retention and information-security practices.
• Screen requests using sound judgment and escalate sensitive or time-critical matters as appropriate.
• Support administration of NDAs, LTAs, JDAs, and other assigned agreements by entering key information into tracking systems, maintaining executed agreements in approved repositories, monitoring expiration and renewal dates, and alerting appropriate business owners and Legal or Contract Management in advance.
• Coordinate information, approvals, signatures, and renewal follow-up with authorized stakeholders; do not independently interpret, amend, approve, or commit the company to contractual terms.
• Arrange travel and accommodations for leadership staff and visitors as requested.
• Receive communications on behalf of senior staff, assess priority, and summarize or route items to the appropriate people for follow-up.
• Coordinate office supply orders and support routine bookkeeping in accordance with established procedures.
• Perform backup receptionist duties as assigned.
• Support the Site Manager and staff with administrative procedures and projects, including coordinating and organizing meetings.
• Support, maintain, and continually improve the company’s Quality Management System in accordance with ISO 9001 and IATF 16949 requirements, and follow applicable work instructions and Current Best Practices.
• Follow applicable site safety requirements and use required personal protective equipment when entering operational areas.