Executive Secretary

We are seeking a highly skilled and organized Executive Secretary to join our team at Wagstaff Inc. As an Executive Secretary, you will play a critical role in supporting the Sales Organization, Applications Engineering, Customer Service, and Publications departments.

Your primary responsibilities will include providing project management reports and transmittal documents, serving as a single point of contact for project document management and procedures, and preparing document transmittals. You will also be responsible for performing electronic filing of project documents and correspondence, maintaining and updating project report documents, files, and spreadsheets, and publishing and distributing project-related correspondence.

In addition to these responsibilities, you will assist Account Executives with sales order data entry, sales quote assistance, and freight/shipment management. You will also maintain and order supplies for the Customer Service and Publications departments, create and distribute equipment component catalogs and document packages, and provide file management assistance to Publications.

As an Executive Secretary, you will work closely with our team to ensure the successful implementation of Wagstaff Inc. contract project objectives. If you are a detail-oriented and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity.

Key Responsibilities:

• Provide project management reports and transmittal documents
• Serve as single point of contact for project document management and procedures
• Prepare document transmittals
• Perform electronic filing of project documents and correspondence
• Maintain and update project report documents, files, and spreadsheets
• Publish and distribute project-related correspondence
• Assist Account Executives with sales order data entry, sales quote assistance, and freight/shipment management
• Maintain and order supplies for the Customer Service and Publications departments
• Create and distribute equipment component catalogs and document packages
• Provide file management assistance to Publications

Requirements:

• High School diploma or GED
• Four (4) years of related work experience
• Two (2) years of administrative office experience in contract or project management or an Associate of Arts degree in Business Administration or a related field
• Ability to rapidly learn and disseminate to employee's customer-specific documentation requirements, including use of customer-supplied electronic files and instructions
• Intermediate to advanced demonstrated experience using Microsoft Office Products (Excel, Word, Project, SharePoint etc.), Microsoft Outlook, Microsoft Teams, Adobe Acrobat
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public
• Demonstrated proficiency and experience in the use of Visual Basic; ability to develop and modify existing VBA programs for automation/integration of MS Office products preferred

Working Environment:

While performing the duties of this job, work is performed primarily in a well-ventilated, climate-controlled, general office environment. Close computer work is regularly required. The work usually involves minimal physical exertion. The noise level in the general office environment is usually moderate.

This job may require occasional interaction with employees on the manufacturing shop floor. While on the shop floor, the employee may be exposed to fumes, airborne particles, toxic or caustic chemicals, risks of moving equipment and parts, and other risks associated with a manufacturing environment. Because of this environment and associated risks, coordination with shop floor managers/employees may be necessary before entering the shop floor, and use of job appropriate personal protective equipment and clothing is required on the shop floor. The noise level on the shop floor is often loud.

Employment at Wagstaff is dependent on successfully passing a company-paid drug screening and background check upon hire.

Wagstaff, Inc. is an Equal Opportunity/Affirmative Action employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other characteristics protected by law.