Executive Office Assistant

2 weeks ago

Scranton, United States New Way Trucks Full time
Job DescriptionJob Description
Title: Executive Office Assistant
Company: McLaughlin Family Companies, IA
Location: Scranton, IA

JOB DESCRIPTION
As an Executive Office Assistant in our family-owned company, you will be a key player in supporting our senior executives to ensure smooth administrative operations and effective management of the executive office. You will provide high-level administrative support, manage schedules, and act as the primary point of contact for internal and external stakeholders.

The Executive Office Assistant is responsible for our guest experience when visiting the main entrance of the Scranton, IA building. They answer inquiries and provide information to the public, customers, visitors, and other interested parties regarding New Way Trucks. They assure proper processes are followed for tours and guests entering the plant. They work with the Chief Impact Officer and others on various projects, events, and employee relations initiatives.

ESSENTIAL JOB FUNCTIONS
  • Manage aspects of the front office for McLaughlin Family Companies, ensuring all needs and supplies are stocked and available when needed.
  • Provide excellent customer service for business guests by planning for their comfort and convenience, including an introduction to the executives and office layout, ensuring beverages, snacks, and meals are planned and ready.
  • Manages electronic check-in and assists guests in using it.
  • At times, Is primary and/or secondary phone reception.
  • Route traffic to the executive offices appropriately, educate visitors, vendors, and employees to the appropriate location for their needs.
  • Distribute courier deliveries to proper location.
  • Office supply inventory and requisition.
  • Inventory and management of employee on-line store.
  • Maintain inventory of promotional items.
  • Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
  • Reserve and prepare executive conference rooms for meetings.
  • Communication with executive office on incoming guests.
  • Makes travel arrangements as needed.
  • Must handle confidential documents and information with discretion.
  • Monitor office equipment to assure proper working order.
  • Assist Executive Project Manager, Chief Impact Officer, and HR with special projects to include sending out sympathy cards and new baby gift bags.
  • Assist with events and projects as needed.
  • Maintain cleanliness of the executive offices, hallway, conference rooms and board room.
  • Other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
  • Strong excel skills and able to use spreadsheets to manage projects.
  • Projects a positive image of McLaughlin Family Companies, ensuring a positive experience for executives and business guests.
  • Has a friendly and helpful demeanor.
  • Casual but professional attire required.
  • Ability to assist in a professional and confidential manner. Uses discretion.
  • Knowledge of administrative and clerical procedures and systems.
  • Excellent oral and written communication skills.
  • Excellent customer service experience. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Excellent time management skills with the ability to multi-task, while ensuring appropriate customer service and support to the executive team.
  • Excellent interpersonal skills, with strong ability to interface with all levels of individuals within and outside the company.
  • Must be proactive and self-directed.
  • High School education with two years office experience including Microsoft Outlook, Word and Excel is preferred.

This job description describes the general nature and level of work expected of a person assigned to this position. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. Employees may be required to perform any other job-related duties as requested by their supervisor.

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