Executive Assistant

Job Summary

Performs administrative and various other duties having a significant degree of complexity for the Senior Executive in Waco.  May also provide administrative support to other individuals and department within the organization.  Interfaces with senior-level company executives, with important customer representatives and, on occasion, government officials.  Maintains a high degree of confidentiality in regard to operations, financial, human resources and other matters accessible by the incumbent. Maintains a high level of competence in the use of office productivity and enterprise requirements planning software systems.

Responsibilities                

• Perform complex administrative work requiring use of personal computer and various types of office productivity software (such as Excel, Word, PowerPoint, Access). 
• Utilize information management systems to develop standard and customized reports as required by senior leadership to provide with current and accurate information which is required to make effective business decisions. 
• Maintain databases and establish procedures for ready access by authorized users while ensuring that proprietary information and intellectual property in the possession of the location is protected from unauthorized access.
• Extract and consolidate relevant data to prepare regularly scheduled reports on operational achievements relative to targets, identifying key data which will support management understanding of, and responding to, such data.  Validate such reports by analyzing the reasonableness of reported information and make corrections as required.
• Prepare a variety of PowerPoint presentations which effectively communicate complex information in a clear, concise and properly-formatted manner.  Utilizes special effects features to highlight key information and issues.
• Interface with the Accounting & Finance department to secure and consolidate financial and budgetary information such and summarize information for detailed review by accountable management personnel. 
• Place purchase orders for required supplies and materials to support location operations in areas of accountability.  May participate in price negotiations to secure best value for the organization from purchasing expenditures.
• Participate in planning and implementation of agenda and supporting activities for location visits by company executive and customer representatives.  Arrange travel, hotel accommodations, meals and other aspects required to ensure a positive experience for visitors. 
• Interface with personnel globally, internal and external customers and third parties to accomplish assigned job responsibilities and to support attainment of the location’s objectives. 
• Receive telephone and email business inquiries, determine appropriate routing and follow-up as required with the designated individual or group to ensure timely attention to such inquiries.
• Prepare complex internal and external correspondence in draft format for review and modification by management.  Finalizes such documents and distributes as directed.
• Maintains records for senior location executive and assigned staff.  Scans and files important record while ensuring that proprietary data is protected and is available for use in support of daily operational requirements.
• Develop positive relationships with other departments and groups throughout the organization to secure the support required to successfully perform assigned responsibilities.
• Provides training to others in areas of assigned expertise.
• Conduct self-audits to analyze compliance with policies and procedures.  Participate in development of corrective action plans if deficiencies are identified.
• Ensure that all work activities are performed in accordance with established safety and environmental standards.
• Maintains full compliance and conducts all activities in accordance with Company policies and procedures.
• Performs other duties as required.

Qualifications

• High School Diploma or equivalent; Associates or Bachelor’s degree is highly desirable. 
• 5+ years of experience performing administrative duties, preferably in a manufacturing environment.
• Highly effective and professional communication skills. 
• Must be capable of learning about company product offerings and business processes.
• Ability to work independently and to plan, organize and execute work assignments.
• High level of computer proficiency, with emphasis in the Microsoft Office Suite (Excel, Word, PowerPoint, Access). 
• Team player mentality—skills to partner with others in the organization to accomplish key objectives.

• Employees must be legally authorized to work in the United States.  Verification of employment eligibility will be required at the time of hire.  Visa sponsorship is not available for this position.

• This position is subject to the International Traffic in Arms Regulations (ITAR) which requires U.S. person status.  ITAR defines U.S. person as an U.S. Citizen, U.S. Permanent Resident (i.e. 'Green Card Holder'), Political Asylee, or Refugee. 

The above statements are intended to describe the general nature and level of work being performed.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of incumbents in this job classification.