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Executive Assistant

1 month ago

Canonsburg, United States Aquatech International LLC Full time
Job DescriptionJob Details

Job Location
Canonsburg PA - Canonsburg, PA

Position Type
Full Time

Education Level
4 Year Degree

Travel Percentage
10% travel required

Job Shift
Day

Job Category
Admin - Clerical

Description

Summary:

At Aquatech, we tackle the challenges of water scarcity and complexity by leveraging technology, expertise, and financing to deliver comprehensive solutions that reduce carbon and recycled water footprint. As a leading global provider of water and process technology solutions, we help the world's most recognized companies achieve their sustainability and operational goals by implementing innovative approaches for water reuse, desalination, minimal and zero liquid discharge, and critical minerals recovery. Our work catalyzes the transition toward a more sustainable future and showcases our commitment to addressing water's role in climate adaptation. Learn more at www.aquatech.com.

Aquatech has an immediate need for a full-time Executive Assistant to work in our Canonsburg, PA office. The hours are Monday to Friday, 8:00 am to 5:00 pm. The Executive Assistant will report to the CEO and Executive Team. The Executive Assistant will perform the duties described in the job description below and will be considered an Exempt employee.

The ideal candidate will be a proactive and resourceful professional, capable of managing the fast-paced needs of our executives while ensuring accuracy in administrative tasks.

Minimum Qualifications / Experience:
  • Bachelor's Degree or equivalent work experience preferred.
  • Five (5) years or more experience as an executive assistant or in a similar administrative role reporting to senior leadership.
  • Ability and willingness to travel 5-10%. Must have a valid Passport


Job Description:

Scheduling
  • Efficiently manage the executive team's calendars, including scheduling meetings, appointments, and conference calls.
  • Prioritize and organize daily tasks to optimize time management for the executives.


Travel & Expenses
  • Coordinate travel arrangements for the executive team, including flights, trains, car rentals, and hotel accommodations.
  • Availability to travel with the executive team for priority events (5-10% of the time)
  • Familiarize yourself with the travel preferences of the executives, such as preferred airlines, hotels, and other travel-related specifics.
  • Prepare and submit expense reports, ensuring all receipts are correctly uploaded, and expenses are tagged according to departmental GL codes for accurate financial tracking.


Events
  • Organize and execute various events, including customers and partner dinners and meals/entertainment arrangements for visiting guests.
  • Support the planning and execution of the Aqwalife Ball, one of Aqwalife's events.
  • Handle the invites, reminders, and guest lists for customer events.

Administrative Functional Support

Offer additional administrative and functional support to the Marketing Communications Team as the executive team requires. This includes but is not limited to:

  • Managing Executive Headshots and Bios:
    • Maintain and organize headshots and bios of the executive team, ensuring they are up-to-date and readily available for use in company materials.
  • Presentation Preparation and Review:
    • Assist in preparing and reviewing presentations, reports, and materials for meetings, ensuring that they are professional, well-organized, and error-free.
    • Review and edit presentations and documents to ensure they meet high-quality standards and align with the company's branding guidelines.
  • Materials Ordering and Inventory Management:
    • Manage the procurement of Aquatech giveaways and executive gifting, ensuring a well-stocked inventory.
    • Keep track of inventory levels and reorder supplies as needed while adhering to budgetary guidelines.


Skill Requirements:
  • Exception of organizational and time-management skills.
  • Strong written and verbal communication.
  • High level of integrity and ability to maintain confidentiality.
  • Proficiency in Microsoft Office Suite.
  • Ability to maintain confidentiality and handle sensitive information with discretion.


Benefits:

Aquatech offers a comprehensive benefits package, including paid time off, company-paid holidays, and a 401K plan (all benefits are based on eligibility).

Essential Functions:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above and below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Physical Job Demands:

Exerting up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time, limited walking and standing.

Qualifications

Minimum Qualifications / Experience:
  • Bachelor's Degree or equivalent work experience preferred.
  • Five (5) years or more experience as an executive assistant or in a similar administrative role reporting to senior leadership.
  • Ability and willingness to travel 5-10%.
  • Must have a valid Passport