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Executive Assistant

4 months ago

Arlington, United States Petmate Full time
Job DescriptionJob Description

Our Executive Assistant role is critical to our senior leadership team in ensuring support in the execution of projects, assignments and key business objectives. The Executive Assistant will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to senior leadership levels. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

  • Support the Chieft Manufacturing Officer and Plant Manager primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently
  • Oversee the Chieft Manufacturing Officer and Plant Manager budget and operating expenses
  • Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows
  • Manage communication with employees by liaising with internal and external executives on various projects and tasks
  • Ensures company contracts drive is updated and organized
  • Expertise in Teams (file repository), file location and structure
  • Assist Human Resources department in people projects as needed
  • Office manager of corporate office and liaison to other facilities

ESSENTIAL DUTIES AND RESPONSIBILITES

  • Manage professional and personal scheduling for Chieft Manufacturing Officer and Plant Manager, including agendas, mail, email, phone calls, client management, and other company logistics
  • Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives
  • Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals
  • Monitoring and ordering manufacturing supplies and any other facility needs
  • Provide administrative project support, such as typing, spreadsheet creation, and maintaining our file databases of critical documents.
  • Responsible for overall management of manufacturing facility regarding maintenance, safety, procedures, cleanliness. Negotiation of facility contracts
  • As a consumer products company, this role manages the organization and inventory of site samples warehouse. In addition, ensure facility is ready for customer and retailer visits
  • Maintain professionalism and strict confidentiality with all materials
  • Organize team communications and plan events, both internal and off-site

MINIMUM QUALIFICIATION REQUIREMENTS

  • Experience managing senior leaders and other managers
  • Experience with making critical decisions for facility or group of employees
  • Excellent written and verbal communication skills
  • Strong customer service and interpersonal skills.
  • Experience working with outside vendors and ensuring vendors are meeting SOWs
  • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
  • Goal orientated individual who can prioritize and has the drive, energy and follow through to achieve results in a fast-paced environment
  • Proficiency with office productivity tools and an aptitude for learning new software and systems
  • Flexible team player, willing to adapt to changes and unafraid of challenges
  • Ability to maintain confidentiality of information related to the company and its employees
  • Advanced organization skills with attention to detail, prioritizes and plans work activities, uses time efficiently and develops realistic action plans.

EDUCATION AND/OR EXPERIENCE

High school diploma, associates, or bachelor’s degree preferred, or equivalent years of related administrative or office manager experience


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. This role will be working in a manufacturing environment. Ability to walk from one end of the plant to another, stand on feet for periods of time (employee events, meetings, talking to employees on the floor). Ability to sit for long periods of time. Ability to lift 40 lbs. The noise level in the office area is minimal. Ability to wear all required PPE out on the floor.