Executive Administrative Assistant Needed Immediately
4 weeks ago
We have been retained by Becker Pumps, located in Cuyahoga Falls, OH, as they are seeking an Executive Assistant to join their team. The Executive Assistant will provide administrative support to the executive leadership team, ensuring efficient operations, organized communication, and structured time management.
Key Responsibilities
Support the executive team with the completion of tasks related to the strategic plan for Becker Americas, including coordination with Becker Germany.
Organize workplace employee engagement activities such as holiday celebrations and recognition events.
Coordinate logistics and hospitality for customers and guests visiting Becker facilities, ensuring a smooth and positive experience.
Maintain daily awareness of executive schedules and keep leaders on time and prepared.
Assist with inbox management, draft routine email communication, prioritize incoming messages, organize email folders, and flag urgent or time-sensitive items.
Screen and route incoming calls and inquiries in a professional and timely manner.
Send follow-ups, reminders, confirmations, and other correspondence as directed.
Prepare agendas, briefing materials, talking points, and meeting information.
Ensure executives have all necessary documents, files, and information prior to meetings.
Take clear meeting notes, track follow-up items, and distribute action summaries.
Coordinate meeting logistics, including technology setup, video links, and room reservations.
Utilize Becker ERP systems and Microsoft Business Central to prepare reports and presentations, ensuring accurate data analysis, clarity, and timely delivery to leadership and key stakeholders.
Manage executive calendars, including scheduling meetings, interviews, and appointments.
Arrange domestic and international travel, including flights, hotels, transportation, and registrations.
Prepare detailed, accurate itineraries with confirmations, contacts, and essential information.
Process expense reports, receipts, reimbursements.
Support new hire onboarding activities, including initiating background checks, coordinating paperwork, scheduling first-day logistics, and ensuring all pre-employment requirements are completed accurately and on time.
Assist with annual benefits open enrollment by preparing communications, tracking employee elections, coordinating with benefit carriers, and providing administrative support to ensure a smooth and timely process.
Order and maintain office supplies, equipment, and related materials as needed.
Qualifications
~5+ years of administrative support experience; executive assistance experience preferred.
~ Strong organizational, communication, and priority management skills required.
~ Solid working knowledge of AI and other tools to drive efficiency in assigned responsibilities.
~ Advanced proficiency with Microsoft Office tools (Outlook, Excel, Word, PowerPoint) and Adobe.
~ Familiarity with CRM systems, such as Salesforce, preferred.
~ Familiarity with AI preferred.
~ Professionalism, confidentiality, and strong attention to detail.
~ Ability to stay calm, adapt quickly, keep up with organizational growth, and follow through reliably.
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