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Executive Assistant

2 months ago

Union, United States hth companies Full time
Job DescriptionJob Description

Company Description:

hth companies is an industrial services provider offering mechanical insulation, scaffolding, industrial cleaning, and various other services to meet our customers' needs across the Midwest. At hth companies, we continue to promote the merit shop philosophy we were founded upon in 1984; rewarding employees based upon their merits of skills, productivity, and quality workmanship. Our vision is to be an organization that creates an environment where employees are encouraged to develop their full potential to provide quality work. We strive each day to better serve our customers and employees.

Position Overview:

The Executive Assistant will provide high-level administrative support to Executive and other senior staff. The Executive Assistant will be primarily responsible for answering and directing incoming phone calls and performing general clerical duties. Other responsibilities will include coordinating office support functions such as ordering supplies, kitchen items, copier maintenance, mail distribution, executive team correspondence, arrangements, providing accounting and clerical assistance to the Accounting department; typing accurately, preparing and maintaining accounting documents and records; and other bookkeeping and financial tasks, as assigned.

Responsibilities and Duties:

  • Provides high-level administrative support and assistance to Executive staff and other assigned leadership staff.
  • Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Arranges travel and accommodations for Executives and for field crews.
  • Coordinate corporate events including off-site training sessions.
  • Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
  • Performs airplane software updates for the corporate Pilot.
  • Process and distribute daily mail.
  • Order office supplies and office equipment maintenance.
  • Record daily Accounts Receivable cash receipts.
  • Assist in Accounts Receivable collections and statement preparation.
  • Performs various other duties and functions as required or assigned.

Qualifications:

Education and Experience

  • Must have three (3) years of direct experience in the administrative function.
  • Previous experience answering outside multi-line phone calls in business environment necessary.
  • Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
  • Excellent verbal and written communication skills.
  • Able to type minimum of 50 words per minute.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.

Personal Characteristics

  • Ability to problem solve and develop solutions.
  • Follows directions of manager / lead / superintendent and clarifies responsibilities if needed.
  • Respects self, co-workers, managers, company, other contractors, and clients.
  • Adaptable in methods used to complete task.
  • Always have a support mindset.
  • Ability to read, analyze, and address data or situations.
  • Ability to write reports and business correspondence.
  • Excellent communication skills - maintaining professionalism when communicating with staff and prospective employees alike.
  • Ability to prioritize and complete multiple projects.
  • Willing to go the extra mile.
  • Motivated to learn new skills.
  • Follows directions of manager and clarifies responsibilities, if needed.
  • Respects self, co-workers, managers, company, and prospective employees.
  • Shows up on time ready to complete work.
  • Ability to work independently.

Work Availability

  • This role works Monday - Friday.

Training

  • Must be to complete an OSHA 10 hour within 60 days of starting at hth companies.

Physical Abilities

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times. Ability to lift, push, pull and move up to 50 lbs. on a routine basis.
  • Ability to climb and stairways regularly throughout the work shift.

Benefits:

  • Employer Supplemented Health Insurance.
  • Employer Paid Life Insurance.
  • Voluntary Vision and Dental Insurance.
  • Voluntary Critical Illness and Group Injury Insurance.
  • 401K (Company Match of 3%).
  • Tuition Reimbursement.