Executive Administrative Assistant

ABOUT US

Merrill Manufacturing is North America’s leading manufacturer of parts and accessories to the water, well, and water system industries. We are a family-owned company known for our incredible service and quality products. Our values guide everything we do, and as an employee of Merrill, you will be expected to do the right thing, share your passion for the brand, have a can-do, will-do attitude, think of we before me, and be part of the solution.

JOB SUMMARY

The Executive Administrative Assistant will be responsible for providing high-level administrative support to the management team and ensuring the efficient running of day-to-day operations. A person in this position is also responsible for managing the schedules and communications of key company executives. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.

WORK RESPONSIBILITIES & DUTIES

• Act as the first point of contact for internal and external communication for management.
• Prepare and edit documents, presentations, and spreadsheets.
• Update company price books and help print finished copies as needed.
• Conduct research and analysis on various projects and topics while continuously maintaining competitive pricing spreadsheets.
• Enter expense reports for executive team members accurately and in a timely manner, ensuring that expenses are categorized correctly and adhere to company policies and procedures for reimbursement.
• Investigate, Initiate, and maintain records for freight claims with carriers and other departments.
• Analyze shipment information such as weight, destination, and mode of transportation to accurately determine the cost of shipping goods as needed.
• Performs initial and final work to complete special quotes and maintain files on quotes.
• Primary front entry access for front door
• Assist with scheduling appointments, meetings, and conference calls for management team.
• Maintain an organized filing system and manage all correspondence, emails, and reports.
• Handle travel arrangements, including booking flights, hotels, and transportation.
• Coordinate and help plan events, meetings, and company functions.
• Manage and maintain project-related documents, prepare reports and presentations.
• Handle phone calls, messages, and other correspondence for executive team members.
• Tracks orders via truck or through shipping companies as needed.
• Reviews freight bills for shipping companies.
• Rates or re-rates orders as needed per sales and shipping requests.
• Performs other duties as assigned by direct supervisor.

BENEFITS

Full Benefits package available including medical, dental, vision, life, and disability insurances, flexible spending accounts, 401K with generous match, paid time off including nine (9) holidays, and a flexible schedule with work/life balance.

EEO STATEMENT

We are committed to providing equal employment opportunities to all persons regardless of race, color, ancestry, citizenship, national origin, religion, veteran status, disability, genetic characteristic or information, age, gender, sexual orientation, gender identity, marital status, family status, pregnancy, or other legally protected status (collectively, "protected statuses"). We do not tolerate unlawful discrimination in any employment decisions, including recruiting, hiring, compensation, promotion, benefits, discipline, termination, job assignments or training.

DISCLAIMER

The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions.

QUALIFICATIONS AND EDUCATION REQUIREMENTS

• Must possess a high school diploma or equivalent. Bachelor’s degree in business administration or related field is preferred.
• Proven experience (3-5 years) as an Executive Admin Assistant or similar role.
• Advanced proficiency in Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.

PREFERRED SKILLS AND EXPECTATIONS

• Excellent communication skills, both written and verbal.
• Superior organizational skills and attention to detail.
• Ability to multi-task and prioritize workload effectively.
• Strong problem-solving and analytical skills.
• Ability to work independently and handle confidential information. 
• Successfully pass a background and drug screening