Executive Administrative Assistant

2 weeks ago

Elmira, United States System One Full time

JOB DETAILS
Our Client is an international market leader for the design, manufacture, maintenance and supply of equipment and components for integrated transport systems at the forefront of technology that provide high value-added sustainable mobility for its customers. We're proud to be recognized for our versatility, flexibility and for our capacity to constantly adapt and innovate.

Our client is located in Elmira Heights, New York which is part of the Southern Finger Lakes areas. The area is ideally situated for those who want to be in proximity to large metropolitan areas, but live a life made far richer by connecting to nature and community, making a difference in the lives of their neighbors and taking advantage of the opportunity to develop a fulfilling work/life balance that ideally suits who they are.
Overview
The executive administrative assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
Functional Description

Maintain complex and detailed calendar, including coordinating with multiple parties across geographies
Answer and place calls; screen incoming calls and determine the level of priority while using caution in dispensing information
Produce clear and concise emails and messages to individuals at all levels of the organization
Arrange and coordinate complicated domestic and international travel. Serve as subject matter expert for policies and procedures; ensure all policies are followed and items are processed within provided guidelines
Process invoices and expense claims
Assist in creating, editing and maintaining Excel and PowerPoint documents
Print materials and prepare files or binders as requested
Assist with staff onboarding and off boarding (e.g., requesting equipment setup and system access)
Take dictation and meeting minutes, accurately enter notes and distribute
Maintain current organizational charts and Executive Bios
Handle regular activities without prompting, and advise in advance of issues or delays
Maintain vehicle fleet leasing options and scheduling of routine maintenance
Organize and prepare for company events, including food pick-up and room setup
Monitor and draft social media posts
Lead and coordinate ad hoc projects as assigned

Training/Education Required Associates Degree preferred
5+ years’ experience in an administrative assistant or similar role at a large and complex organization
Strong oral and written communication skills
Strong interpersonal and organization skills, with the ability to support multiple tasks and prioritize competing requests
Strong proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
Willingness and ability to learn new skills, including new technologies and systems

Initial Training Quality system
Occupational Hazards Prevention System
Environmental Systems
Railway Safety Management System
Human Resources Policies

Qualifications/Requirements Advanced Microsoft Excel and PowerPoint skills
Highest standards of accuracy and precision; highly organized
Articulate with excellent verbal and written communication skills
Ability to think creatively, highly-driven and self-motivated
Demonstrated ability to roll-up sleeves and work with team members in a hands-on management capacity

Safety Requirements Shall report all injuries/illnesses to their supervisor that occur at work, the day of the incident
Shall report any unsafe conditions that are identified in their respective work area to their supervisor
Shall comply with all client safety policies, procedures, and requirements that are communicated to them, including Job Safety Analysis (JSA) procedures
Shall wear all required Personal Protective Equipment (PPE) that is communicated and supplied to them
Shall keep their respective work area clean and orderly at all times
Shall attend all client required training as soon as possible before the start of their assigned work
Shall NOT operate any client equipment (forklifts, cranes, scissor lifts) until certified to do so

This position does not support immigration sponsorship
We prohibit discrimination on the basis of race, color, gender, age, religion, national origin, sexual orientation, gender identity or expression, disability, veteran status or any other legally protected status.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. A reasonable estimate of the current range is $22 to $25 per hour.

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