Executive Administrative Assistant Jobs

Who We Are

Robinson Fans, Inc. is a family-owned and operated business for six generations. Founded in 1892, Robinson Fans is a significant player in the industrial air-moving equipment space. Headquartered in Zelienople, PA, since 1922, Robinson Fans has locations in Lakeland, FL, and Salt Lake City, UT.

At Robinson Fans, Inc., our employees are at the core of all we do. We provide a fast-paced and supportive culture that gives our team members the environment needed to succeed.

Position Summary

We seek a highly dynamic Executive Administrative Assistant who will support our leadership team excellently. The team comprises the President & General Counsel, CEO, CFO, VP of Sales, IT, Manufacturing, and Human Resources. Reporting to the President, the successful candidate will be a highly collaborative team member with a friendly demeanor and determined work ethic. We need an exceptionally well-organized teammate who can effectively multi-task and prioritize while taking the initiative to support the team effectively.

What You’ll Do

• Partner with the sales team to prepare correspondence to customers and prepare customer manuals
• Manage sales representative contracts, agreements, and territory maps
• Make travel arrangements, and reconcile expense reports and credit card statements
• Prepare sales reports for management meetings; update the sales rep list
• Prepare and edit correspondence, communications, presentations, and other projects as assigned
• Monitor, screen, respond to, and distribute incoming communications
• Manage and maintain executive schedules and appointments
• Maintain accurate case files for general counsel
• Update and manage all calendars, proactively manage any conflicts with calendars
• Develop and maintain departmental SharePoint Intranet sites
• Develop an effective electronic file management system and adhere to security
• Take the lead on all company events
• Manage and update the Board of Directors portal, management team portals, and executive team portals and take meeting meetings during all meetings.
• Answer and manage incoming calls, receive and interact with incoming visitors
• Proactively prepare for all meetings; arrange and coordinate meetings and events

What You Bring

• Must have strong technical skills and can maneuver and build systems and develop the processes behind them
• Must possess a high level of interpersonal skills to handle sensitive and confidential information
• Five-plus years of experience providing high-level support to executive teams
• Bachelor’s degree or a combination of relevant years of experience
• Must take the initiative and be able to adapt to the ever-changing needs of the team
• Well-organized and able to adapt and effectively multi-task, prioritize

Knowledge, Skills, and Abilities

• Proven track record supporting an executive team in a fast-paced environment
• Agile and adaptable, work with precision to ensure the deliverance of top-notch customer experiences
• Extreme attention to detail and ability to handle multiple projects at once
• Proficiency using PowerPoint and Microsoft Office Suite
• Excellent verbal and written communication skills
• Ability to communicate and relate to people at all levels of the organization
• Excellent analytical, time-management, and project-management skills

Benefits

Robinson offers a competitive salary and a comprehensive benefits plan that includes medical, dental, vision, life insurance, disability, 401k with company match, profit sharing, parental leave, tuition reimbursement, and paid time off, including paid vacation and ten paid holidays.

Robinson Fans, Inc. is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to sex, race, color, national origin, citizenship, age, religion, marital status, military service, sexual orientation, genetic information, gender identity, or any other characteristic or trait protected by federal, state, or local law.