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Executive Assistant

1 month ago

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Position Summary

The Executive Assistant supports the CEO, CFO, VP of HR, General Counsel, and other leaders on the Executive Team. This role will manage a wide range of advanced administrative and executive support related tasks, will be able to work independently within established guidelines and will make independent decisions in regard to planning, organizing and scheduling work. Crucial to this role is the ability to interact with executives, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Strong decision-making ability and attention to detail are equally important.


Principle Duties and Responsibilities

  • Coordinate all Executive Leadership presentations and required reporting to Board of Directors, Business Groups and Field Locations.
  • Work closely with CEO, CFO, VP of HR, and General Counsel to support internal and external communications as well as any requests from the Board of Directors.
  • Manage appointment calendars, travel arrangements and meeting planning to support Executive commitments and responsibilities with appropriate follow up to keep the staff functioning cohesively.
  • Create, proofread, and compile correspondence, required reporting and presentations on behalf of Executives. Provide current agendas and necessary materials prior to meetings and keep executive informed of any changes.
  • The ability to be available outside of normal business hours to assist with travel issues for the Executive Team, when needed.
  • Able to work in an environment where multi-tasking and problem-solving is required to stay updated on business priorities while maintaining discretion and confidentiality.
  • Complete and reconcile invoices and expense reports as well as train users on the systems.
  • Work to foster relationships across all levels in the organization to negotiate complex dynamics and manage projects and partnerships.


Experience and Education

  • Bachelor’s Degree in Business, Communications or related program is required.
  • At least 5 years’ experience in an executive level administrative role in a corporate environment.
  • Experience with Corporate Card, Expense and Travel Program Administration.
  • Experience with annual government reporting and filing (VETS, EEO1, ITAR).
  • Paralegal experience preferred.


Technical Skills

  • Advanced proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook, OneNote, SharePoint).
  • Able to prioritize conflicting demands, handle issues proactively and follow-through on projects and deadlines with effective, on time and accurate completion.
  • Possesses exceptional written and oral communication and professional interpersonal skills.
  • Knowledge of basic administrative processes and office management.
  • Excellent analytic, problem solving and organizational abilities.
  • Strong adaptability, flexibility, and resourcefulness.



HBD Industries is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.



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