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Executive Assistant

3 months ago

Saint Charles, Missouri, United States Exceptional Admins, LLC Full time
Job DescriptionJob Description

Exceptional Admins (EA) is seeking a professional for an opportunity with a confidential company in the Manufacturing industry in St. Charles, Missouri.

EA is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.

About Company and Executives

The company, founded in the early 1950s, is an industry leader in the development and manufacturing industry of pet food production. Of their 7 core values, these two stand out: Kaizen mindset and high-performing teams. The noise level in the work environment is usually quiet. Primary office location is a dog-friendly work environment. The recently hired CFO has been with the company for less than two months. He's excited about a partnership with a strong admin as he's had one before. There's currently a national search underway for the President role. The VP, Global HR has been with the company for 7-years.

Hiring Goal

The executives seek to hire an Executive Assistant that has strong organizational skills alongside task-oriented strengths. The assistant will need to have established strengths with being nimble, proactive vs. reactive, and would self-describe as personable. The role comes with great responsibility and requires an individual that has a strong business acumen for handling outward and inward matters.

ROLE OVERVIEW

President Support – 40%

  • Eyes and organization on the inbox, daily
  • Coordinate, draft, and circulate internal and external communication on behalf of President with precision, accuracy and a high-level of professionalism
  • Heavy calendar management
    • Individual calendars/schedule for the President and their respective teams for any full team purposes
  • Coordinate full-cycle travel arrangements
  • Arrange itineraries for President, respective team members, domestic and international travelers
    • Maintain and foster relationship and communication with travel agency (i.e., Concur)
    • Arranges detailed travel plans for internal and external groups with common objectives; (e.g., facility tours, site tours, plant visits, etc.)
    • Oversee company wide Travel Policy (already intact)
  • Coordinate with global sites to plan meetings and events
    • Coordinate schedules and meetings with global sites, EBI's other Business Units as needed
    • Manage conference room calendars for accuracy and avoiding schedule conflicts
    • Plan all large company or site specific events, meetings, site tours, etc.
    • Scheduling of various company activities and events as needed by the President
  • Support document preparation (i.e., proofreading, copying, and formatting)
  • Complete expense reports, work with Concur
    • Concur administrator: manage users and reporting
    • Create and submit expense reports on behalf of self and President
  • Help executive optimize time by assuming requests prior to executive making a request, which means join meetings to learn future demands and forthcoming activities that may involve your executive

CFO Support – 40%

  • Eyes and organization on the inbox, daily
  • Coordinate, draft, and circulate internal and external communication on behalf of CFO with precision, accuracy and a high-level of professionalism
  • Heavy calendar management
    • Individual calendars/schedule for the CFO and their respective teams for any full team purposes
  • Coordinate full-cycle travel arrangements
  • Support document preparation (i.e., proofreading, copying, and formatting)
  • Complete expense reports for CFO, work with Concur
    • Concur administrator: manage users and reporting
    • Create and submit expense reports on behalf of self and President, including respective teams
  • Help executive optimize time by assuming requests prior to executive making a request, which means join meetings to learn future demands and forthcoming activities that may involve your executive

VP, Global HR – 10%

  • Support with ad-hoc tasks (e.g., researching)
  • Scheduling management
  • Complete expense reports for VP, work with Concur

Business Support – 10%

  • Work with local organizations on joint initiatives, (i.e., the Zoo and the like)
  • Support with ad-hoc tasks (e.g., researching)
  • Culture ambassador (e.g., arrange team building activities), help with monthly town hall meetings, company updates (i.e., ELT offsite, coordinate)

Desired Background and Attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of "must haves."

  • Your toolbox holds skills meeting 75% of the needs outlined in the role
  • Proficient with Microsoft Office 365 (Excel, Word, Outlook, PowerPoint) some SharePoint
  • Experience with leadership event management
  • Comfortable with technical systems
  • Self-starter who identify items to be addressed without being asked
  • Adaptable, charismatic, and hospitable
  • Proficient with Concur

Company Offerings

  • Salary: Up to $90,000 to $110,000 base salary, dependent on experience (+ annual incentive plans)
  • Bonus: 10% of annual earnings
  • Schedule: Office hours 8:00am to 5:00pm
  • 401(k): Company contributes 100% of the first 3% of eligible earnings you save and 50% of the next 3% for a total of a 4.5% match on 6%.
  • Vacation: Vacation typically 2 weeks (negotiable), 3 personal days, we do not have a set number of sick days.
  • Holidays include: 11 company holidays plus 2 floating holidays:
  • New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Juneteenth (Observed), Independence Day, Labor Day, Thanksgiving, the Friday after Thanksgiving, Christmas Eve (Observed), and Christmas Day (Observed)
  • Healthcare: Company offers Health, dental, vision benefits starting 1st of the month following your hire date. Rates depend on the type of plan and annual salary. Parental leave.
  • Education: Company has individualized development and career plans. They support individuals' growth and development. They also have a tuition reimbursement policy up to $10k per year for approved studies (job related).
  • Parking: Free parking at the building.
  • Cell: Company cell phone provided.
  • Office Perks: Monthly employee engagement activities, year-end celebrations, etc.
  • Culture: Work life balance, dogs at work, fast paced environment, drive for results, continuous improvement mindset. Career development plan opportunities.

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

  1. You enjoy working alongside someone who works hard to produce top results
  2. You express a friendly and confident disposition
  3. You're passionate about writing everything down
  4. You have a get-stuff-done spirit and like to have a variety of tasks to manage
  5. You love working with a full calendar
  6. Exceptional problem-solving skills where challenges don't fluster you but energize you to 'figure-it-out'
  7. One of your regarded traits is being 10-steps ahead
  8. You think systematically
  9. You like to have things organized for quick retrieval
  10. Would self-describe as "forward thinking, compassionate, and analytical"

The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment with AFB International, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.