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Senior Administrative Coordinator

2 months ago

Canonsburg, Pennsylvania, United States Aquatech International LLC Full time
Job OverviewPosition Details

Location
Canonsburg, PA

Employment Type
Full Time

Education Requirement
Bachelor's Degree

Travel Requirement
10% travel expected

Work Schedule
Day Shift

Category
Administrative Support

Position Summary:

At Aquatech International LLC, we address the pressing issues of water scarcity and complexity through innovative technology, expertise, and financing solutions. As a prominent global provider of water and process technology solutions, we assist leading companies in achieving their sustainability and operational objectives by employing cutting-edge strategies for water reuse, desalination, and critical minerals recovery. Our initiatives play a crucial role in fostering a sustainable future and demonstrate our dedication to the vital role of water in climate adaptation.

Aquatech is seeking a full-time Senior Administrative Coordinator to join our team in Canonsburg, PA. The working hours are Monday through Friday, from 8:00 AM to 5:00 PM. This role will report directly to the CEO and the Executive Team, and the selected candidate will be classified as an Exempt employee.

The ideal candidate will be a proactive and resourceful individual, adept at managing the dynamic needs of our executives while ensuring precision in administrative responsibilities.

Essential Qualifications:
  • Bachelor's Degree or equivalent professional experience preferred.
  • A minimum of five (5) years of experience as an executive assistant or in a comparable administrative capacity supporting senior leadership.
  • Willingness and ability to travel 5-10%. A valid Passport is required.
Key Responsibilities:

Calendar Management
  • Effectively coordinate the executive team's schedules, including arranging meetings, appointments, and conference calls.
  • Prioritize and structure daily tasks to enhance time management for the executives.
Travel Coordination
  • Organize travel logistics for the executive team, encompassing flights, trains, car rentals, and accommodations.
  • Be available to accompany the executive team for key events (5-10% of the time).
  • Understand the travel preferences of the executives, including preferred airlines and hotels.
  • Prepare and submit expense reports, ensuring accurate documentation and categorization for financial tracking.
Event Management
  • Plan and execute various events, including dinners for clients and partners, as well as entertainment arrangements for visiting guests.
  • Assist in the organization of significant company events, including managing invitations and guest lists.

Administrative Support

Provide additional administrative assistance to the Marketing Communications Team as required by the executive team. This includes but is not limited to:
  • Managing Executive Profiles:
    • Maintain and update headshots and bios of the executive team for use in company materials.
  • Presentation Support:
    • Assist in the preparation and review of presentations, reports, and meeting materials, ensuring professionalism and accuracy.
    • Edit documents to meet high-quality standards and align with company branding.
  • Inventory Management:
    • Oversee the procurement of promotional items and gifts for executives, ensuring adequate inventory levels.
    • Monitor stock levels and reorder supplies as necessary while adhering to budget constraints.
Required Skills:
  • Exceptional organizational and time-management abilities.
  • Strong written and verbal communication skills.
  • High integrity and ability to maintain confidentiality.
  • Proficiency in Microsoft Office Suite.
  • Ability to handle sensitive information with discretion.
Benefits:

Aquatech offers a comprehensive benefits package, including paid time off, company holidays, and a 401K plan (subject to eligibility).

Physical Requirements:

To perform this role successfully, an individual must be able to fulfill each essential duty satisfactorily. The requirements listed above and below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Qualifications Summary:

Essential Qualifications:
  • Bachelor's Degree or equivalent professional experience preferred.
  • A minimum of five (5) years of experience as an executive assistant or in a similar administrative role supporting senior leadership.
  • Willingness and ability to travel 5-10%. A valid Passport is required.