Newington, CT, US
WORK LOCATION: Newington, CT. This is an in person role. Not hybrid, not remote
WORK SCHEDULE: Monday - Friday; 8:30 am - 5:00 pm
SUMMARY
The ideal candidate will possess a B.A. or B.S. degree and a minimum of 5 years' experience as an Executive Assistant. Candidate must be a punctual, reliable, mature, proactive, quality-driven, high performer who is exceptionally well organized, and demonstrates the ability to effectively multi-task and manage constantly shifting priorities with excellent oral/written communication skills. The successful candidate can effectively balance changing demands and dynamic schedules, is dedicated and can function under pressure within tight deadlines. This position will also proactively develop relationships with key internal/external client contacts, gaining recognition as a team resource.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Proactively provide support to the Sr. Vice President of Manufacturing Operations
Maintain strict confidentiality of highly sensitive financial, employee & personal information
Attend meetings and take minutes as assigned
Maintain composure under pressure and proactively handle complex problems with minimal supervision
Manage and coordinate calendars
Schedule and confirm complex appointments and meetings
Schedule and coordinate the logistics of travel arrangements and be pro-active about flight delays and how to find alternates as needed
Develop and send (once approved) follow up emails to contacts in support of Business Development efforts
Organize internal meetings, video conferences and conference calls, including preparing meeting rooms, contacting attendees, facilitating their attendance, ensuring that required informational materials and equipment are prepared in advance
Confirm all meetings, preparing executives for all external meetings with clear directions, proactively working with appropriate team members to ensure proper meeting materials are prepared and sent in advance
Attend and assist with coordination of all company events, ensuring that logistics, talking points, timing, etc. are arranged in advance with key team members and leaders
Draft, complete, or proof internal and external general correspondence, executive summaries, proposals, speeches, PowerPoint presentations and other communications as requested for the executives
Take initiative to ensure tasks and projects are completed in an efficient and timely manner
Screen and route telephone calls in a professional manner
Carry out other duties, tasks and projects as assigned
Complete special projects, as required
Comply with company rules and regulations
Implement a commitment to quality philosophy and recommend methods and procedures to reduce cost and/or improve operating efficiency of the department
Keep manager/supervisor informed of activities and situations that will impact the achievement of corporate or department goals and objectives
Perform other related duties as required to achieve the goals and objectives of the department and company
EDUCATION/EXPERIENCE
Associate or Bachelor degree required
5+ years of experience as a high performing executive assistant
TECHNICAL SKILLS
COMPETENCIES
Superior written and verbal communication skills; must be a quick, concise writer, able to write in a direct, effective manner reflecting Executive's style
Excellent organizational skills
Proficiency in Microsoft Office Word, Excel and Power Point
Self-starter
Proactive (someone that does not require hand holding to perform the job)
Understands travel and how to schedule meetings in context of travel
Friendly, willing to learn, takes constructive criticism well, honest
Has a set of tools that have been developed from previous engagements that can be customized to fit in with our company
Strong customer drive and dedication to quality and success
Excellent customer service skills
Detail-oriented and able to work well independently
Able to work collaboratively and effectively while handling multiple projects on various timelines in an extremely fast-paced environment
Ability to exercise substantial discretion and judgment
Professional phone manner
Highly organized, detail oriented, ability to establish priorities and adapt as they change
Ability to work with diverse personalities at the office and in the community
Strong project management, communication, prioritization and feedback skills are critical to success