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Executive Assistant

2 months ago

Maumee, United States The McAlear Group Full time

The Executive Assistant will provide high-level administrative support to the CEO and other executive team members. This includes helping manage administrative work, meetings, projects, and social obligations. This position must be able to act on the executive’s behalf.


Our company believes in the Ideal Team Player. We follow the model behaviors of Humble (quick to point out the contributions of others), Hungry (self-motivated and diligent), Smart (socially appropriate and aware), Safety-Minded (works to lower safety risks, Quality-Minded (take pride in their work) and Attendance (recognizes their presence is important).


ESSENTIAL JOB DUTIES & RESPONSIBILITIES:

  • Provides high-level administrative support and assistance to the CEO and other assigned executive team members
  • Scheduling, coordination and calendar management of the CEO’s calendar
  • Create and maintain an organized system for event planning, credit card tracking and expenses and travel program
  • Arranges travel, hotel accommodations and car rentals for executive and other team members
  • Arranging detailed itineraries, agendas, and compiling documents
  • Schedules and attends meeting on behalf of executives, taking notes and recording minutes
  • Receives incoming communication or memos on behalf of the executives, reviews contents, determines importance, and summarizes and /or distributes contents to appropriate team members
  • Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping and expense
  • Monthly credit card audit of the executive team
  • Responsible for phone management and company vehicle tag registrations
  • Planning and organization of company events, parties, summit, meetings and product shows for sales and all divisions.


NON-ESSENTIAL JOB DUTIES & RESPONSIBILITIES:

  • Assists with CEO personal travel, scheduling, meetings, and board responsibilities
  • Performs additional duties as assigned by executives
  • Performs other related duties as assigned
  • General housekeeping of the office area


PHYSICAL DEMANDS & WORK ENVIRONMENT:

  • Prolonged periods sitting at a desk and working on a computer
  • Must be able to lift fifteen pounds at times


COMPENTENCY, KNOWLEDGE, SKILLS & ABILITIES:

  • Exceptional communication and collaboration skills, both at the executive level and with peers and cross-functional teams
  • Excellent organizational and attentions to detail
  • Excellent time management skills with 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.
  • Articulate ideas and offer solutions
  • Ability to complete a high volume of projects with little to no guidance
  • Ability to be flexible, change courses, and adapt at any moment
  • Advanced knowledge with Microsoft Office Suite with the ability to learn new and updated software
  • Follow all policies regarding credit cards, websites, and travel
  • Discretion and trustworthiness


EDUCATION & EXPERIENCE:

REQUIRED:

  • At least four years of related experience supporting executive level


PREFERRED:

  • High school diploma required, Bachelor’s degree in Business Administration or related field


ADDITIONAL INFORMATION:

  • Must be willing to travel for offsite events and meetings


The McAlear Group offers a full range of benefits for eligible employee including 401k, health and life insurance, Employee Assistance Program (EAP), disability coverage, vacation, sick time and more.

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