Executive Assistant
Company: Altor Solutions
Location: Saint Louis
Posted on: October 3, 2024
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Job Description:
Description:Job Title: Executive AssistantDepartment: Operating
BoardReports to: Chief Executive OfficerFLSA Status:
Non-exemptTravel: As neededJob SummaryThe Executive Assistant
provides high profile professional administrative support to the
executive leadership team by possessing proactive, excellent
organization and time management skills. Exercises excellent oral
and written communication skills as point of contact/liaison for
the executive office, utilizing effective business judgment and
anticipating/resolving problems proactively. Demonstrates forward
thinking under pressure and high level of attention to detail.
Exhibits positive attitude, team player. Maintains strong ethical
standards and highest level of confidentiality and professionalism.
Demonstrates original thinking and creativity; meets challenges;
develops innovative approaches and ideas and presents them in a
clear and effective manner.Essential Duties and Responsibilities -
other duties may be assigned-- Manage executive calendars and
contacts as needed, keeping the current and accurate, balancing
meeting times with scheduled work time; remain available for
critical work-related concerns during non-working time-- Receives
and routes incoming calls as needed, arranges callbacks, and
provides back-up materials for callbacks.-- Receive and greet
visitors in a professional manner directing them to the proper
individual and assisting them with their needs.-- Make travel
arrangements (domestic and international) with attention to
logistics and prepare subsequent expense reports to accounting--
Manage travel vendor and monthly travel and provide monthly travel
and expense reporting-- Event Planning: Coordinates and manages
meetings and events, anticipates project needs and budgets. Manages
the administration and logistics of meetings both on-site and
off-site.-- Project Management: Assists with projects and assumes
project-management responsibility where appropriate. Maintains
follow up with executive leadership team members to ensure that
action items are complete.-- Relationship Management: Establishes
and maintains relationships with executive leadership team,
managers and their team members to foster positive interactions.
Ensures team members are aware of team member movement, news,
special occasions, recognition, and general announcements.--
Create, consolidate and standardize PowerPoint presentations for
Operating Board and Board of Director meetings,
presentations/communications-- Produces, edits, and distributes
letters, memoranda, reports, presentations, and graphics using a
variety of software products and ensures the relevancy, accuracy,
and professionalism of all written materials.-- Manages all
information as sensitive and critical to the customer, employee and
shareholder-- Attends meetings as required and handles appropriate
follow up-- Reviews correspondence, prepares invoices, routine
forms, etc. and routes documents for approval-- Develops and
maintains appropriate filing systems and documentation logs--
Maintains office supplies and equipment and coordinates general
office maintenance as neededRequirements:QualificationsTo perform
this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.Minimum
Requirements-- Strong fit with the members of the management team
and the ability to work with all levels of employees within the
organization.-- Experience in effective and efficient multitasking,
setting and shifting priorities, and adapting to change.--
Outstanding character and personal values that are aligned with the
company's culture.-- Ability to multi-task and manage an office
routine with consistency; excellent organizational skills; can
handle multiple and changing projects/tasks in a fast-paced
environment with high attention to detail-- Due to domestic and
international travel of executives, flexible work hours are
required-- Ability to work with minimal direction - must be willing
to take the initiative to solve problems and create efficiencies;
knows when to ask questions and when to resolve on one's own--
Outstanding written and verbal communication skills with all levels
of team members within the organization and professional phone
skills-- Demonstrated experience with office management.--
Proficient in Outlook/Expense
Systems/Webex/Excel/Word/Outlook/PowerPoint.-- Exceptional Customer
Service Skills.-- Ability to handle projects and communications of
a highly sensitive and confidential nature, where discretion and
diplomacy are critical.-- Ability to get along with wide range of
people at all levels - a team playerEducation Requirements/Work
Experience-- Minimum of 5-7 years of senior leadership support /
executive assistant experience.-- High school diploma required;
Associate degree in business from an accredited college or
university or equivalent experience preferred. HR certification a
plus.Computer SkillsTo perform this job successfully, an individual
should be proficient with Microsoft Office -- MS Word, Excel,
Outlook, Teams and PowerPoint.CompetenciesTo perform the job
successfully, an individual should demonstrate the following
competencies:-- Integrity: Behaves in an honest, fair, and ethical
manner. Speaks openly and truthfully with team members and accepts
responsibility for actions. Understands the importance of
maintaining confidentiality and fosters an environment where
integrity, honesty and accountability flourish. Promotes
transparent and accountable actions and acts decisively against
dishonest conduct. Demonstrates the ability to gain confidence of
their employees and customers by respecting the confidentiality and
privacy of their concerns and needs and encourages collaboration,
trust, foresight and listening between team members. Considerate of
others' points of view and treats others with courtesy and
professionalism.-- Teamwork: Capable of being approached and easy
to work with. Contributes to the success of the team, communicates
clearly individually and in group settings while treating others
with respect. Listens to others and works well within diverse
groups. Consistently places team needs over individual needs and
seeks input from people with different experiences and perspectives
and recognizes the differences of opportunities to learn and gain
by working together. Values and encourages unique skills and
talents.-- Accountability: Takes personal responsibility for the
quality and timeliness of work and achieves results with little
tominimal supervision. Consistently meets all deadlines and follows
through on completing tasks while holding self and other
accountable for actions and/or appointed responsibilities and
manages one's own performance to proactively ensure team
accountability.-- Problem Resolution: Demonstrates the ability to
effectively problem solve and set priorities while delivering
results in a timely manner and effectively obtains results through
planning and delegation. Analyzes problems skillfully and uses data
to reach solutions while demonstrating the ability to appropriately
take calculated risks or escalates decisions to consult with others
when appropriate.-- Communication: Creates an environment of open
communication amongst team members while providing regular,
consistent, and meaningful information. Actively listens carefully
to others and ensures messages are understood. Demonstrates the
ability to communicate information clearly, concisely, and
thoroughly in a timely manner. Has the ability to tailor
communication styles to the subject matter and to the needs of the
recipient. Is credible and confident through communication and
presentations and persuasively presents thoughts and ideas to the
audience.-- Job Knowledge: Demonstrates relevant job knowledge and
essential skills, such as work practices, policies, procedures,
quality assurance, and technical abilities. Demonstrates
self-improvement efforts to enhance skills and knowledge with
changes impacting the job while adhering to workplace rules as well
as to traditional or socially expected methods of doing business
following processes and procedures.-- Continuous Improvement:
Consistently finds ways to improve methods, processes and/or
procedures to improve quality of work and to maximize efficiency.
Quickly identifies process inefficiencies and takes independent
action to make improvements. Willing supports new ideas while
energizing others within the workforce to embrace changes that
enhance efficiency. Understands and applies formal methods to
analyze and eliminate non-value-added work and support process
environments. Willingly seeks opportunities and shares different
approaches to address problems while generating practical ideas and
workable solutions to solve problems or address issues. Identifies
and accepts failures as learning opportunities.-- Initiative:
Ability to assess and initiate things independently with limited
supervision required. Has the ability to manage resources to
achieve results, while possessing the ability to manage multiple
activities to accomplish goals. Actively seeks and does more than
required or requested in the job and plans ahead for upcoming
problems or opportunities and takes appropriate action when
required.-- Planning & Organizing: Manages resources to ensure work
is completed timely and accurately. Proactively anticipates
potential problems and develops contingency plans to overcome
obstacles. Anticipates deviations and plans and actively
reorganizes work as necessary. Demonstrates the ability to manage
time expertly to complete work ahead of schedule while utilizing
available resources to complete work efficiently.Physical
DemandsThe physical demands described here are representative of
those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions. The employee must frequently lift and carry up
to 10 pounds. Specific vision abilities required by this job
include close vision. While performing the duties of this job, the
employee is regularly required to sit; use hands to finger, handle,
or feel and talk or hear. The employee is frequently required to
stand and walk on concrete. The employee is occasionally required
to reach with hands and arms and stoop, bend or twist. The employee
is occasionally required to push, pull, and/or move materials.Work
EnvironmentThe work environment characteristics described here are
representative of those an employee encounters while performing the
essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the
essential functions. The work environment is typical of most office
environments with limited exposure to manufacturing environments.
The noise level in the work environment is usually low level.The
above statements are intended to describe the general nature and
level of work being performed by those assigned to a particular
position. This document in no way states or implies that this is as
an exhaustive list of all responsibilities, duties, and skills
required and personnel may be required to perform duties outside
their normal responsibilities from time.to time, as needed. The
Company reserves the right to change, modify, amend, add to or
delete from, any section of this document as it deems, in its
judgment, to be proper.Equal Opportunity Employer, including
disability/protected veteransPIcb2eaaa7063f-25660-35234742
Keywords: Altor Solutions, Belleville , Executive Assistant, Other , Saint Louis, Illinois
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