Executive Assistant Job Fernley area,Nevada USA,Administrative/Clerical

About NATC

The Nevada Automotive Test Center (NATC) is currently seeking talented candidates for an Executive Assistant at our Silver Springs, NV location.

Founded in 1957, the Nevada Automotive Test Center (NATC) is a privately owned, independent test, evaluation, design and engineering facility offering development and testing to customers worldwide. We have substantial international experience, which allows us to evaluate products intended for global markets knowledgeably and objectively. NATC has compiled an extensive database of worldwide operational and infrastructure conditions allowing accurate definition of user duty cycles and creation of test programs that are representative of service environments around the world.

NATC is a leading innovator in translating real-world conditions into validated virtual proving ground simulation and virtual prototyping.

NATC's location in the great basin of Nevada allows our team to access terrain that can represent 85% of the world within a 150-mile radius, providing an excellent test bed for off-road mobility. NATC's operational area includes 1200 sq. miles of natural terrain, that when coupled with 6,200 acres of privately owned test courses, create an unparalleled testing area available to our engineers to innovate and solve our customer's problems.

Position

Summary

The Executive Assistant supports the executive by managing schedules, preparing meeting materials, and anticipating priorities. Screens and coordinates requests for executive time, ensuring meetings are properly vetted and organized. Represents the executive in meetings when delegated and handles a range of office duties including drafting correspondence, producing documents, and managing information flow.

Maintains calendars, arranges travel, prepares conference rooms, and greets and directs visitors. Reviews, routes, and prioritizes incoming communications. Records and distributes meeting minutes and action items. Protects confidential information and maintains accurate records and database backups.

Essential Functions

Assists in preparing the executive for upcoming meetings by providing background information and reminders of roles and responsibilities/objectives of meetings.

Assists in vetting program managers, and those seeking an audience with the executive, ensuring the meetings are set up properly and likely to meet the executive's expectations.

Proactively anticipate schedule conflicts and notifies executive of issue requiring prioritization.

Perform executive office duties:

Represents the executive by attending meetings in the executive's absence; speaking for the executive as directed.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

Determines whether they should be given access to specific individuals.
Escorts guests, when necessary, on foot or by vehicle around the various facilities.

Reserves and prepares conference rooms in advance of scheduled internal meetings or customer visits and facilitates meetings when required.

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Open, sort and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.

Records, types and distributes meeting minutes and action items.

Maintains customer confidence and protects operations by keeping information confidential.

Secures information by completing database backups and maintains records in the management database system.

Supports front desk duties, as needed.

Competencies

Proficiently and consistently exercise discretion and sound judgment, with the ability to make independent decisions when necessary.

Communication Proficiency:
Must possess excellent written and verbal communication skills, expressing ideas clearly and actively listening to thoughts and ideas of others.

Consistently demonstrate excellent organizational and time management skills.

Collaboration

Skills:

Exhibit a team effort attitude and exceptional ability to work in a professional manner with employees, customers and guests. Actively coordinate with other executive assistants and assist coworkers in efficiently accomplishing their tasks.

Personal Effectiveness/Credibility:
Must be able to maintain high level of confidentiality.

Technical Capacity:
Must be proficient in Microsoft Office Suite and able to consistently generate accurate reports and documents.

Stress Management/Composure:
Must be flexible and able to handle multiple priorities, with the ability to adjust to high pressure and frequently…