Executive Administrative Assistant

1 week ago

PIQUA, United States French Oil Mill Machinery Co. Full time

Position Summary: Provide timely and effective administrative support to the Chairman/CEO and the President/COO and secondary support to other members of the Executive Management team. Maintain strict confidentiality in processing of all information.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Other duties may be assigned to meet business needs.

Schedule and organize complex activities such as internal and external meetings, domestic and international travel, lodging, and events.
Coordinate calendar management via Outlook, requiring interaction with both internal and external executives and assistants, as well as other business associates to ensure optimal time management. Sets reminders and assists with the various needs for each activity, including retrieval of proper historical references.
Coordinates and arranges meetings, prepares agendas and meeting information packets, reserves and prepares facilities, records and transcribes minutes of meetings and files appropriately.
Handle sensitive information and personal information with the utmost confidentiality and professionalism, safeguards from disclosure.
Acts as a project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, organizing companywide events and partnering with various community entities.
Act as a liaison between the CEO and internal/external stakeholders, managing communications and ensuring timely follow-ups.
Maintain accurate records of stockholder information and ensure compliance with legal requirements. Assist with the issuance, transfer, and maintenance of company stock certificates.
Communicates as appropriate with domestic and international customers and associates, sensitive to other cultures and behaviors, international time zones.
Assists marketing team with trade show coordination, inventory management and other tasks as needed.
Prepare, review, and summarize miscellaneous information, reports, and documents; does research and prepares reports with accuracy, as needed.
Composes and types routine correspondence.
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.

Qualifications: Exceptional organizational and multitasking skills with a strong attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Power Point), Adobe Acrobat and other relevant software. Ability to work accurately and meet deadlines independently, as well as part of a team. Excellent communication, grammar, and interpersonal skills. Ability to work occasional evening hours.

Required Education and Experience: High school diploma or general education degree (GED); 3 years related work experience; or equivalent combination of education and experience. Community service and/or outreach a plus.

Additional Eligibility Qualifications: Ability to speak/read/write in English. The ability to work with employees in high stress situations.

Position Type/Expected Hours of Work: 40 hours a week is standard. Conditions may demand daily overtime or occasionally weekend work.

Requirement: All employees are required to pass the pre-employment physical as well as a pre-employment drug screening.

AAP/EEO Statement: French Oil Mill Machinery Co. is an equal opportunity employer; qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, sex (including pregnancy, gender identity and sexual orientation), national origin, citizenship status, age, disability, genetic information, protected veteran status or any other characteristic protected by law.

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