Administrative Assistant

2 months ago

Mequon, United States Hayes Performance Systems Full time

**Position**:Admin Assistant - Multiple Departments

**Reports To**:President & CEO

**Company Overview**

Hayes Performance Systems was founded in 1946 as HH Products, a Milwaukee manufacturer of parts for outboard motors and small engine components. Today, we are a multi-national business boasting world class operations in North America, Asia, and Europe.

Since 1969, Hayes Performance Systems has been located in Mequon, Wisconsin. The site includes offices and a state-of-the-art manufacturing facility spanning 155,000 square feet, where 300 senior Executive, Sales, Engineering, Support, and Production staff are employed. Hayes Performance Systems employs approximately 600 employees worldwide in the United States, Taiwan, China, and Germany.

**Company Values**: Hayes Performance Systems believes all of our employees should have **Passion** for their career, treat others with **Respect**, be **Empowered** to make change, act as an **Entrepreneur**, and be held **Accountable** to each other.

**Responsibilities and Duties Include and Not Limited to**_:_**
- Provide confidential executive-level administrative support to the CEO
- Maintain calendar for CEO, including scheduling meetings, appointments, etc.
- Establish and maintain confidential legal filing system
- Assist with board meeting presentation prep, employee communication meeting prep
- Order lunches for employee meetings or for Executive Team members
- Manage all company-owned cell phones through Verizon account
- Design and develop company Intranet site, including updates. On-going maintenance of site by developing and implementing improvements for end-users.
- Company travel admin responsible for approving the booking all company travel through Navan platform
- Oversee and purchase all office supplies from Staples and Amazon. Purchase all coffee, soda, and water from Canteen
- Keep executive fridge stocked with water and soda. Keep all coffee locations stocked with coffee, cups, lids, cream, and sugar (HR, Bike, Engineering)
- Plan and develop meeting arrangements (i.e., hotel, contracts, catering, reservations) for off-site activities
- Maintain ISO documents for Quality Department and Engineering, Customer Care, etc.
- Send the Kiplinger Letter weekly to Senior Management Team and the Leadership Briefings letter to CEO monthly
- Answer any phone calls and review voice messages sent to general company phone number and forward to appropriate personnel.
- Maintain list of approved drivers (company vehicles/equipment)
- Open and forward all US mail received on a daily basis. Manage postage machine in mail room.
- Coordinate the ordering and purchasing of Hayes Apparel every spring and fall
- Record company credit card log expenses and give report to accounting every month
- MRO buyer for all non-production materials for assembly, shipping and receiving, maintenance and machining departments. Create purchase orders, keep track of material, and follow through with vendors to ensure all material is delivered
- Create purchase orders for engineers (electrical, manufacturing and design), PAR requests and MRO items
- Update POs if asked to by engineer - pricing changes or if item needs replacing
- Create new POs every December for each item ordered on all vendor spreadsheets
- Create and laminate new Kanban cards every year with updated PO#
- Update the supervisors vendor/ordering spreadsheet with new PO#s and items, call each vendor on list to confirm pricing for the year, update information for each item in Syteline
- Update Org chart, phone lists, front lobby iPad check in, name plates, mail files, and employee information spreadsheets
- Manage updates and distribution of corporate policies
- Update Holiday calendar every December, and post on Intranet and throughout the building
- Publicize and implement company-sponsored employee auctions/raffles
- Assist with company events, coordinate blood drives, food/toy drives, chili cook off, holiday potluck, and hang posters and distribute the flyers company-wide

**Required Skills**:

- Ability to assume responsibility without direct supervision.
- Exercise initiative, good judgment, and sound decision making within the scope of authority.
- Efficient, organized, and able to plan, research, implement, and complete complex tasks.
- Broad knowledge of general company functional areas, operations, and policies and procedures.
- Knowledge of general accounting practices and systems.
- Strong organizational and customer service skills.
- Demonstrated ability to interface with and maintain effective relationships with all departments and employees in a team-oriented environment.
- Ability to perform multiple activities.
- Ability to maintain complete confidentiality.
- Ability to effectively communicate, both written and verbal.

**Education and Experience**:

- This position requires a minimum of 5 years of experience in an executive assistant role, preferably in a manufacturing environment.
- Bachelor’s Degr

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