Senior Executive Administrative Coordinator

2 weeks ago

Indianapolis, Indiana, United States Mays Chemical Co. Full time
Position Overview

Mays Chemical Company, Inc. is a leading chemical distributor, recognized for its extensive range of chemicals, raw materials, formulated products, and outsourcing services. We are currently in search of an Executive Administrative Assistant.

The chosen candidate will directly support the President and will be tasked with delivering comprehensive administrative and executive assistance across various functions. This role demands exceptional communication and interpersonal skills, along with the ability to provide information and service to a diverse array of internal and external stakeholders. The candidate must demonstrate the capability to work autonomously while managing a variety of complex and confidential administrative responsibilities.

Key Responsibilities:

  • Draft, type, and disseminate correspondence, memos, emails, faxes, and other documents for the President and other executives.
  • Handle sensitive information and communications with discretion.
  • Organize daily mail for the President.
  • Facilitate internal communications, coordinating teleconferences, video conferences, and meeting spaces.
  • Respond to or redirect priority or confidential inquiries from both external and internal sources on behalf of the President and others.
  • Utilize sound judgment and knowledge of the organization to assist in the executive's activities.
  • Coordinate meetings, including preparing and distributing agendas and other necessary materials, as well as reserving and preparing venues.
  • Arrange travel logistics for the President and other staff members.
  • Manage the President's calendar and schedule appointments effectively.
  • Assist in overseeing the President's calendar management.
  • Plan and coordinate company events and celebrations.
  • Negotiate pricing for events and accommodations for contracted services.
  • May oversee and direct other staff to provide support as needed.
  • Assist with trade shows, annual sales meetings, and other corporate events.
  • Serve as a backup for the receptionist and provide support to the Human Resources department.
  • Manage the company's mobile phone and credit card programs.
  • Maintain relevant certifications and memberships.
  • Perform additional duties as assigned.

Qualifications:

  • High School Diploma or equivalent required; an Associate degree in Business Administration or a related field is preferred, along with a minimum of five (5) years of relevant experience.
  • Proficient in Windows and MS Office applications, including Word, Excel, and PowerPoint.
  • Excellent verbal and written communication abilities.
  • Capability to work independently and collaboratively within various teams and committees.
  • Ability to effectively interact with individuals at all organizational levels.
  • Strong organizational, problem-solving, and analytical skills; adept at managing priorities and workflows.
  • Meticulous attention to detail.

Compensation and Benefits:

Mays offers a competitive salary along with a comprehensive benefits package, which includes 401K and profit-sharing plans.

Equal Opportunity Employer:

Mays is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ethnicity, age, disability, veteran status, marital status, or any other characteristic protected by law.

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