Executive Assistant

4 days ago

Ellsworth, United States MAI CO INDUSTRIES Full time
Job Details Maico Industries - Ellsworth, KS DayExecutive Assistant

Executive Assistant

As the Executive Assistant you will need to be well-organized, have great time management skills and be able to act with limited supervision.  To be successful you must have a pleasant personality and the ability to deal with multiple tasks in a timely and effective manner.  Stress management skills are essential for this position. The primary duty of the Executive Assistant is to perform a variety of administrative tasks and provide administrative support to the MaiCo Plant Manager.

 

Duties:

  • Work directly with the Plant Manager to support all aspects of his daily work routine.
  • Maintain the Plant Manager’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
  • Serve as a liaison between the Plant Manager, MaiCo Industry staff and the public. This includes receiving and screening the Plant Manager’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
  • Serve as a liaison between the Plant Manager and the Ellsworth Correctional Facility and KDHE.
  • Coordinate work with other MaiCo Industries staff as needed; play a key role in the coordination of staff efforts both within and outside the company.
  • Assist the Plant Manager in the development of presentations and white papers for internal and external audiences.
  • Assist with the companies HR needs and act as a liaison between the PKM HR staff and MaiCo.
  • Determine priority of matters of attention for the Plant Manager; redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Keep the Plant Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Assist the Maintenance Department in the acquisition of needed parts.
  •  Routinely perform a wide variety of support duties.
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Sort and triage mail; maintain e-mail and other address directories.
  • Compose and prepare letters relating to routine correspondence for the Plant Manager’s signature.
  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
  • Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
  • Maintain paper and electronic filing systems.
  • Maintain confidential and sensitive information.
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Prepare cost analysis on all completed projects in a timely manner
  • Work as the liaison with the tool provider stocking our tool vending machines
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Skills Required
  • Hands-on experience with office equipment, e.g. fax machines and printers
  • Must have a professional attitude and appearance
  • Must have solid written and verbal communication skills
  • Must have the ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multi-tasking and time-management skills, with the ability to prioritize tasks
  • Must have a customer service attitude and a pleasant personality
  • Overachieving attitude and enhanced work ethic
  • Must have experience with Microsoft products, including Word, Excel, Publisher and PowerPoint

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