Executive Assistant

2 weeks ago

Stafford, United States ITT, Inc. Full time

Position Summary:
Schedules appointments, gives information to callers, and otherwise relieves VP of Sales of clerical, administrative and business detail work. Handles internal and external contacts with resourcefulness, tact and discretion. Must be willing to provide support as needed and requests including overtime, holiday and weekend work. Must have strong command and understanding of confidentiality.

Supports the senior managers in meeting deadlines and requirements, report assistance, and occasional administrative duties; is responsible for travel according to corporate policy; anticipates and performs supporting work to prepare senior managers for future meetings or tasks.

Essential Responsibilities:
ESSENTIAL DUTIES &RESPONSIBILITIES include the following. Other duties may be assigned.

Anticipates and prepares principals to meet all deadlines for ITT Industries and sales reporting requirements, meetings, etc.

Assists in managing the schedule of, and access to, the GM. Schedules appointments. Arranges meetings and food service when required, including coffee/beverage service.

Prepares, directs and/or manages various reports as required, including business reviews, GDP, and meeting minutes/logs, in appropriate programs, including PowerPoint, Word, and Excel. Proofreads and edits presentations and reports for GM and senior staff.

Arranges travel schedules and reservations. Travel Coordinator for the GM.

Manages electronic file storage and maintenance for GM on company server. Files correspondence and other records, both hardcopy/electronic. Records and maintains location of files.

Coordinates and manages various meetings, such as All Employee, Business Review, etc. Manages presentations, insures various contributors report timely.

Answers telephone & gives information, or routes call to appropriate official. Also places outgoing calls.

Reads, routes and prioritizes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Prepares routine correspondence.

Greets visitors, ascertains nature of business, and conducts visitors to coworker or other appropriate person. In charge of hospitality for guests and meetings.

Maintains senior leaders’ time, attendance and vacation records.

Orders supplies, prepares electronic requisitions for others and maintains records of purchases. Maintains office equipment. Makes copies of correspondence or other printed matter. Prepares outgoing mail.

Provides contract management and contract pricing support.

Serves as the central point of contact for Technical Sales Representatives.

Serves as administrator of EV legal agreements on Sharepoint site.

Performs business intelligence reporting.
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Position Requirements:
SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS:
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Four-year college degree and two years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and comprehend simple and complex instructions, short correspondence, and memos. Ability to write professional, effective correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other coworkers of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. File financials /understand finance business cycles. Lift numbers from financial reports for clear understanding and create in PowerPoint.

REASONING ABILITY

ORGANIZATIONAL SKILLS

Ability to effectively plan, coordinate and negotiate meeting events, especially semi-annual Management Conferences, Operations Reviews, etc.

COMPUTING SKILLS

CERTIFICATES, LICENSES, REGISTRATIONS

N/A

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a coworker to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the coworker is regularly required to talk or hear. The coworker frequently is required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The coworker is occasionally required to stoop, kneel, or crouch. The

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