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Executive Assistant

1 month ago

Chino, United States Scott Manufacturing Solutions, Inc. Full time

Are you intelligent and love to work in a fast-paced environment where your commitment to hard work is rewarding and appreciated? We are looking for a purpose-driven person who wants to be part of a true TEAM. If this describes you, please keep reading.

 

Our ideal candidate should have experience working as a dedicated Executive Assistant. They should be professional in nature and appearance and remain tactful in tense situations. They would also have an associate degree or comparable work experience because verbal and written communication is paramount.


Some days will be easy, and some may be challenging; because as a great Assistant, it is sometimes about making coffee and answering emails, and sometimes it’s jumping from meeting to meeting, taking diligent minutes documenting important and often confidential decisions. You will often be roaming the office with a notepad, getting data and tasks from Executives. You will spend time answering phones, filing, managing emails, and coordinating events. It is also about helping the team stay organized and managing jam-packed calendars.

Compensation:

$28 - $32 hourly

Responsibilities:
  • Assist the entire Executive Team
  • Take initiative in your job and daily tasks. Never wait to be told what to do
  • Be a team player where the success of the team is the goal
  • Perform basic office tasks, such as data entry, answering phones, taking messages, maintaining, and updating filing and calendars
  • Document diligent minutes in meetings
  • Updating Executives while out of office on essential items and activities to prevent blindsiding
  • Keeping a busy executive informed on all tasks and deadlines
  • Comfortable making decisions “on-the-fly”
  • Support the executives with managing electronic and paper communications, including drafting letters and emails as required
  • Organize and manage each team member’s office
  • Organizing all internal and external meetings. Adapt to their preferred processes. Assist in preparing agendas and minutes for board meetings and gather all the reports and information necessary from all board contributors (financial reports/operations data)
  • Occasionally coordinate and book travel and accommodations for the Executives and maintain detailed travel itineraries with preferred sites
  • Organize and coordinate events, functions, meetings, training, and restaurant bookings
  • Meeting and welcoming visitors and guests of each team member
  • Ask greater questions because clarity and good judgment are a must
  • Regularly tour the production floor with the Team to get to know the staff


We expect you to communicate professionally and appropriately, verbally and in writing, yet can be casual with colleagues. You must fit into our company culture and unyielding Core Values.


We believe that for a relationship to be successful, everyone must win. Our team bonds over collectively achieving company ROCKS®. We can't do it alone; we are all an essential part of the whole. We want you to understand and leverage your strengths, but also be mindful of your weaknesses. We don't look for perfection; we look for people with personal awareness. Many think they have it, but few do. If you agree, we are on track; so let's head to some more details.

 

Knowledge of how a company runs, especially from an Operations standpoint will be very beneficial and is preferred. Experience or at least an understanding of workflows and process integration is also preferred. We also want to ensure you are confident and exceptionally versed in computer usage. You must be proficient in Microsoft 365, Outlook, Word, PowerPoint, and Excel. Project management and organizing software experience are a plus. Computer competence is a core skill of this role.

 

Would prior managers or co-workers describe you as innovative, positive, energetic, dedicated, prompt, and sincerely wanting to serve the team? Are you a hard worker? Are you the type of person to do whatever it takes? Do you own your mistakes and learn from them? Your work schedule is generally fixed but you may need to remain somewhat flexible to fit the needs of the Executives you serve. There may be an occasional email or phone call after hours or on weekends to strategize or review the upcoming week; however, a work-life balance is essential and encouraged.

Qualifications:
  • Experience in administrative support, reception, and travel planning
  • Computer literacy required
  • Knowledge of Company Operations, workflows and process integration preferred
  • Higher education preferred
  • English grammar proficiency required
  • Attention to detail required
  • Expert in task management
  • Extremely Organized
About Company

Scott Manufacturing Solutions, Inc., a leader in designing and producing medium voltage pole- and pad-mounted equipment for the American utility and adjacent industries, provides customers with complete, fully customized power distribution solutions built to the highest quality standards.

At Scott Manufacturing Solutions, Inc., we see our ESOP (Employee Stock Ownership Plan) structure as a competitive advantage. Each of our employees is a business 'owner' with a vested interest in our success. We're also proud of our status as an MBE (Minority Business Enterprise) / DBE (Disadvantaged Business suppliers who comply with these requirements.

We are building a world-class company at Scott Manufacturing Solutions, Inc., and the way we do that is by living our core values, supporting our company's vision, and working together towards one common goal to be always at our best through continuous and never-ending improvements.