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Executive Assistant/ Site Coordinator

4 months ago

Hollister, United States Pacific Scientific Energetic Materials Company Full time

responsibilities

. Work is generally of a critical or confidential nature. Ownership of leadership master calendar to include scheduling, updating, and communication of events/activities. Organize, manage, track, and communicate project deadlines for the leadership team to ensure deadlines are successfully met. Purchase and maintain inventory of office supplies for the site. Respond to phone calls, physical mail, and email messages; may handle a wide range of information dissemination

Company Communications:

Author, review, and distribute company-wide announcements. Handle sensitive, confidential correspondence and communications. Contacts company personnel at all organizational levels to gather and communicate information Events & Meeting Planning: Manage all engagement arrangements and logistics for conference space, security, and catering. Coordinate large-scale site meetings, customer visits, events, and associated logistics. Prepare visitor notifications for customers, interviewees, or other site visitors. Manage site-wide events to include benefits events, flu shots, company party, etc.

Expenses & Travel Management:

Book and manage complex global travel arrangements including changes and cancellations, and create, track, and submit expense reports Organizational Development: Assist with team building initiatives and overall support of organizational change, morale, rewards, and training. Coordinating department meetings, events, and conferences. Arranging conference calls, video conferences, or data conferences, occasionally involving multiple time zones. Contribute to the team effort by accomplishing related duties and supporting team goals, as requested. Analyze problems, determine approach, compile data, and prepare recommendations.

Employee Engagement:

Supports new hire orientation and onboarding, recruiting, and other onsite events, and Employee Appreciation and Engagement initiatives. Leads people, community, and volunteer projects and teams. Works with the facilities team to reallocate space, maintain the site plan, and order/run stockroom supplies. University recruiting planning. Service awards coordination. High School Diploma 2+ years’ experience Experience in Microsoft Office Suite to include Word, Excel, and PowerPoint High degree of accuracy and attention to detail Strong verbal and written communication

Preferred Qualifications

Associate’s degree Expertise in SharePoint and server/cloud-based file-sharing systems Advanced presentation building and business writing skills Advanced computer skills including Word, Excel, PowerPoint, and Outlook Strong ability to gather, analyze, and summarize data for reports & presentations Proven track record of continuous improvement and automating manual processes. Shows understanding of how business and department processes interconnect within the organization and among business divisions. Takes into account different dimensions (cross-functional, short and long-term goals) to develop optimal solutions