Executive Assistant
4 weeks ago
SUMMARY
Havtech is currently seeking an experienced Executive Assistant to assist our New Equipment Sales Director. The Executive Assistant’s responsibilities will include managing calendars, making travel arrangements, and providing daily high-level administrative support. To be successful in this role, you need to be well-organized, professional, and have excellent time management skills.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following (other functions may be assigned):
- Act as the point of contact to Havtech’s New Equipment Sales Director.
- Manage calendars and schedule meetings accordingly.
- Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
- Make travel and accommodation arrangements.
- Prepare and create reports using Excel, Word, PowerPoint, CRM and PowerBI.
- Format information for internal and external communication – memos, emails, presentations, reports.
- Take minutes during meetings, develop action items, and follow up to ensure completion.
- Develop and sustain a level of professionalism among staff and clientele.
- Forward thinking, proactive, self-motivated and can work independently.
- Uphold a strict level of confidentiality.
QUALIFICATIONS include the following:
- Bachelor’s degree.
- Five (5) or more years of experience directly supporting executives.
- Advanced Excel skills – pivot tables, V-lookups, etc.
- Proficient in MS Office Suite.
- Outstanding organizational and time management skills.
- Proficiency in collaboration and delegation of duties.
- Experience in the HVAC or Construction industry preferred.
- Experience with data analysis is preferred.
- Available to work in the office, Monday through Thursday from 8:00am-5:00pm and Fridays from 8:00am-4:00pm.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.
DECLARATION
Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.
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