Executive Assistant

Executive Assistant

Reports To : CEO

FLSA Status: Exempt

Job Summary

The Executive Assistant provides executive-level support through a wide variety of administrative duties, including scheduling, travel logistics, creating presentation decks and drafting communications for the CEO and Executive team. This role coordinates Board meetings, Executive Team meetings and Leadership Team meetings while supporting the CEO and Executive Team administratively in cross-functional scheduling, note taking and management of action item lists. This role also performs data and process analysis to support strong data-driven decisions made by the CEO and Executive Team. Safeguards the company’s and the shareholders’ best interests and confidentiality is of the utmost importance.

Executive Support

• Completes a broad variety of administrative tasks for the CEO, including managing extremely active calendars of appointments, completing expense reports, composing and receiving correspondence that is many times confidential and arranging complex and detailed travel plans, itineraries and agendas
• Keep the CEO informed of upcoming commitments and responsibilities, following up appropriately
• Schedules and may attend Executive level meetings for Strategic Planning Off-Sites, takes detailed notes, manages open action item list, summarizes open action items for all participants and provides high level visibility of all critical company activities to the Executive Team.
• Act as a “gatekeeper” and “gateway” for direct access to the CEO’s time and office
• Coordinates Executive Team efforts to ensure on time delivery of commitments and adherence to agreed-upon schedules
• Compiles monthly and quarterly corporate metrics for Executive team and Board report
• Works with Executive team as the presentation organizer, to create unified and cohesive presentations.
• Assists CEO and Executive Team with projects, reports and events as needed and as time allows
• Compiles owners’ information for company auditors and tax advisors as needed (e.g., travel log, mileage)
• Coordinates special events, team building activities and catering services at the direction of the CEO and or Executive team.
• This individual will be empowered to represent the executives and will truly be a partner on all day-to-day operations

Board of Directors Support

• Coordinate and organizes quarterly Board meetings and monthly Board calls, including logistics for board meeting, accommodations, reservations, catering, materials, communications and preparing agendas
• Records the minutes at quarterly Leadership meetings and Board meetings
• Manages Board member out of pocket expense reimbursement
• Assists with creating and maintaining corporate documentation across entities

Data and Process Analysis

• Performs ad hoc data reporting for the CEO as necessary

· Evaluates policies and processes and provides recommendations to the CEO and Executive Team for their consideration as needed

Employee Engagement

· Member of the Celebration Committee and executive sponsor, responsible for managing the budget for corporate events and assists with small and large event planning for Corporate sponsored events

· Oversee the inventory and distribution of employee recognition program items, maintain accurate logs and replenishing supplies as needed

· Send out company mailings, including holiday cards, thank you notes and anniversary recognitions, spreading cheer and appreciation

Qualifications

• High School diploma or GED equivalent required; Bachelor’s degree preferred
• Minimum 5 years’ related experience
• Thrives in an office environment within a manufacturing facility
• Strong working knowledge of office technology tools in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Knowledge of standard office administrative practices and procedures, including business correspondence formatting and proper use of English spelling, grammar, and punctuation
• Excellent calendar skills, including coordination of complex internal and external meetings
• Great communication skills and the ability to work effectively with a wide spectrum of personalities
• Handle multiple projects simultaneously within established time constraints, without losing focus
• Work independently as well as in a team environment
• Respond professionally in situations with difficult people, issues, or inquiries
• Vault-like ability to maintain confidentiality and discretion
• Strong work ethic, reliable, punctual, practical, efficient, and honest
• Ability to organize own work, coordinate projects, set priorities, meet deadlines, and follow up on assignments with minimal direction
• Exceptional time management skills
• Personable and polite, with excellent people skills
• Maintain composure and sense of humor in high-pressure situations
• Ability to interpret and implement policies and procedures
• Ability to analyze and resolve office administrative and procedural problems
• Proactively identify and resolve problems
• Flexible and able to accommodate spontaneous changes to routines and plans

· Self-directed and strong sense of personal motivation

Working Conditions

· Working Environment: Office position in a manufacturing facility

· Physical Demands: Lifting up to 25 lbs., sitting and talking on the phone for long periods of time

· Travel Requirements: As needed, less than 5% of the time

MILWAUKEE ELECTRONICS IS AN EQUAL OPPORTUNITY EMPLOYER