EXECUTIVE ASSISTANT

3 weeks ago

Minneapolis MN USA, United States McQuay International Full time
Make your mark at the world's largest HVAC company

Why You'll Love Working for Daikin:

* We're a group who operates with a people-centered mindset, believing in the unlimited potential of each employee, with a goal of driving our company to its fullest potential.
* Our goal is to Perfect the Air. We do this through cutting edge innovation & sustainability efforts while meeting the HVAC needs of thousands of customers - expanding over 160 countries
* Our culture is unrivaled. Daikin operates under 8 Core Values which are embedded into every aspect of our business. It's through these values that we continuously strive to build a place where everyone can be authentic, feel valued and heard, and have a sense of purpose and belonging.

The Executive Assistant provides administrative support to Executive Team Members and their respective business functions. It includes interacting with senior employees at Daikin Applied and Daikin Industries, Ltd., based in Japan. Responsibilities encompass organizing key annual events, managing travel arrangements, coordinating meetings and conferences, drafting internal communications, handling financial records, engaging with industry and governmental stakeholders, overseeing special projects, and procuring necessary supplies. Moreover, the Executive Assistant will manage non-routine correspondence and handle highly confidential information. They will also liaise with a diverse array of external callers and visitors, as well as internal contacts across all organizational levels. This position requires independent judgment to effectively plan, prioritize, and manage a varied workload, with the capacity to propose improvements to office practices or procedures.

A Day in the Life:

* Manages the designated executive's calendar, coordinating meetings, conferences, teleconferences, and travel arrangements
* Upholds professionalism and strict confidentiality in handling all materials, utilizing secure digital platforms and exercising discretion in business interactions.
* Maintains comprehensive and accurate corporate records, documents, and reports
* Prepares reports, presentations, while managing digital files, records, and correspondence for meetings.
* Screens and responds to incoming calls/emails for the executive using digital communication channels, addressing routine and non-routine inquiries promptly and efficiently.
* Provides administrative and office support such as typing, creating spreadsheets, and maintaining contact databases. Manages mail distribution and prioritizes emails for designated executive team members.
* Manages expense reports for assigned executives through digital expense management systems.
* Welcomes visitors as needed, facilitating in person and virtual meetings and determining access to appropriate parties.
* Coordinates team communications and plans events, utilizing digital collaboration tools for seamless coordination.

What's in It For you:

* Medical/Dental/Vision coverage, PTO, 401K match, support for community involvement and much more
* The ability to make an impact and shape your career with a company that is passionate about growth.
* The support of an organization that believes it is vital to include and engage diverse people, perspectives, and ideas to achieve our best.

What you will Bring:

* Highschool Diploma
* 10 years of experience in an administrative capacity
* 5 of those working with executives
* Highly proficient in MS Office products (Outlook, Word, Excel, Powerpoint, Teams)
* Outstanding organizational and time management skills
* Excellent written and verbal communication skills
* Ability to multi-task and coordinate multiple calendars, travel schedules, and priorities.
* Resourceful and self-motivated

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