Executive Support Specialist

3 weeks ago

Dublin, Ohio, United States HBD Industries, Inc. Full time

Executive Support Specialist

The Executive Support Specialist at HBD Industries, Inc. provides high-level administrative support to the CEO, CFO, VP of HR, General Counsel, and other leaders on the Executive Team. This role involves managing a wide range of advanced administrative and executive support tasks, working independently within established guidelines, and making independent decisions in regard to planning, organizing, and scheduling work.

Key Responsibilities

  • Coordinate all Executive Leadership presentations and required reporting to the Board of Directors, Business Groups, and Field Locations.
  • Support internal and external communications, as well as requests from the Board of Directors, in collaboration with the CEO, CFO, VP of HR, and General Counsel.
  • Manage appointment calendars, travel arrangements, and meeting planning to support Executive commitments and responsibilities, with follow-up to maintain a cohesive team.
  • Create, proofread, and compile correspondence, required reporting, and presentations on behalf of Executives, providing current agendas and necessary materials prior to meetings and keeping Executives informed of any changes.
  • Be available outside of normal business hours to assist with travel issues for the Executive Team, when needed.
  • Work in an environment where multi-tasking and problem-solving are required to stay updated on business priorities while maintaining discretion and confidentiality.
  • Complete and reconcile invoices and expense reports, as well as train users on the systems.
  • Foster relationships across all levels in the organization to negotiate complex dynamics and manage projects and partnerships.

Requirements

  • Bachelor's Degree in Business, Communications, or a related program is required.
  • At least 5 years of experience in an executive-level administrative role in a corporate environment.
  • Experience with Corporate Card, Expense, and Travel Program Administration.
  • Experience with annual government reporting and filing (VETS, EEO1, ITAR).
  • Paralegal experience is preferred.

Technical Skills

  • Advanced proficiency with Microsoft Office (Word, PowerPoint, Excel, Outlook, OneNote, SharePoint).
  • Prioritize conflicting demands, handle issues proactively, and follow through on projects and deadlines with effective, on-time, and accurate completion.
  • Exceptional written and oral communication and professional interpersonal skills.
  • Knowledge of basic administrative processes and office management.
  • Excellent analytic, problem-solving, and organizational abilities.
  • Strong adaptability, flexibility, and resourcefulness.

HBD Industries, Inc. is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Follow this link to view the CPRA notice.

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