Executive Administrative Assistant

Location: Vance

Job Title:

Executive administrative assistant

Job Description

The Executive administrative assistant provides comprehensive administrative and technical support to senior leadership, relieving the Vice President and senior Managers of a wide range of administrative details. This role coordinates executive calendars, meetings, travel, and communication, while supporting operations through accurate documentation, reporting, and liaison activities with internal departments and external partners, including international counterparts.

Responsibilities

+ Perform a variety of general administrative and secretarial tasks of moderate complexity to support the Vice President and senior Managers and relieve them of routine administrative details.

+ Execute and initiate the implementation of administrative practices and procedures in collaboration with senior leadership and other stakeholders.

+ Prepare and review meeting agendas, attend staff and conference meetings as directed, and accurately record and distribute meeting minutes.

+ Complete administrative functions required by the Vice President and senior Managers in the execution of their duties, ensuring timely and accurate follow-through.

+ Apply knowledge of the business and executive functions to provide guidance and assistance to other staff members, helping to ensure smooth day-to-day operations.

+ Perform filing and organization of company information for the Operations department or route records to appropriate personnel for proper filing and retention.

+ Communicate information between the Vice President and staff members clearly and professionally, both verbally and in writing.

+ Prepare and coordinate the flow of communication within the Operations department and between other internal departments, staff, and external allied organizations and entities.

+ Arrange conferences, seminars, meetings, and agendas, including preparing travel requests and making transportation and hotel arrangements for administrative staff and executives as needed.

+ Maintain ongoing contact and communication with German counterparts and executive offices to support international coordination and alignment.

+ Coordinate the completion and maintenance of sensitive data, such as the Vice President's goal agreement, ensuring confidentiality and accuracy.

+ Act as a liaison between the Vice President and public entities such as universities and other external organizations.

+ Coordinate worldwide travel schedules for the Vice President and senior Managers, managing itineraries and logistics to support effective use of time.

+ Manage the Vice President's calendar to facilitate important dates, avoid scheduling conflicts, and ensure adequate time for regular duties.

+ Coordinate the Vice President's activities related to special ceremonies, events, and international visitors, serving as the ongoing contact person for German plants and headquarters, particularly in the Vice President's absence.

+ Prepare professional presentations for the Vice President, utilizing advanced PowerPoint skills to clearly communicate key information.

+ Support technical and engineering-related administrative tasks, including reporting and documentation for technical support activities.

+ Assist with administrative processes related to payroll, benefits, and related systems such as People Soft, ensuring accurate data handling and reporting.

+ Utilize reporting tools and Microsoft Office applications to create, update, and distribute reports that support operations and executive decision-making.

Essential Skills

+ Minimum of five (5) years of relevant professional experience in an administrative assistant function or closely related areas.

+ Associate's degree in Business Administration, a related field, or an equivalent combination of education and experience.

+ Demonstrated ability to maintain a professional demeanor in all situations and to handle and withhold confidential information with discretion.

+ Strong flexibility and adaptability in a fast-paced environment with changing priorities.

+ Excellent interpersonal skills with the ability to work effectively with all levels of internal management and staff, as…