Description
Responsible for demonstrating commitment to and leadership of environmental health and safety principles, policies and procedures.
Completes a broad variety of professional and personal responsibilities for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for all meetings.
Provides primary support to the CEO and support the other C-Suite Executives as needed
Complex management of email accounts, email filing and clearing daily email influx.
Assists with developing and formatting executive level presentations and reports for quarterly business reviews, and Board Meetings.
Organizing and coordinating conference calls/video conferences
Compiles and prepares regular or special reports necessitating the selection of data from various sources.
Composes correspondence of a general business nature or composes from marginal notes and verbal instruction, the nature of which is highly confidential, important and of all grades and character involving financial, legal, technical and other business terminology.
Receives, screens, and relays telephone calls and places outgoing calls.
Opens, scans, and sorts executive office mail for importance, urgency and distribution.
Acts as a liaison, maintains appointment agenda and keeps executive informed as to commitments.
Plans and coordinates specified meetings, dinners and other events; arranges meeting and conference schedules as directed and notifies participants.
Organizes, maintains, and assumes custodial responsibilities for executive's documents, files and records
Attend business functions during and after normal business hours, as required.
Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Communicates directly, and on behalf of the CEO, with Team One, Vice Presidents, Directors, Management and others, on matters related to the CEO's initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the CEO office and internal departments; demonstrating leadership to maintain credibility, trust and support with management.
Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ability to effectively lead the company.
Coordinates and expedites the completion of assigned administrative projects, sometimes requiring the involvement of departmental managers, supervisors, and professionals.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Serves as the CEOs administrative liaison to organizations, charities, press etc.
Maintains discretion and confidentiality in relationships with all necessary parties.
Adhere to compliance with applicable rules and regulations set regarding company matters, including advance distribution of materials before meetings in electronic/paper format.
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
Assists in coordinating the agenda of team meetings and off-sites
Facilitates cross-divisional coordination of travel and outreach plans
Edits and completes first drafts for written communications to external stake holders
Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
Edits all, and creates acknowledgement letters from the CEO to donors
Participates in the companys efforts to continuously improve in Safety, 6S, Quality, Delivery and Productivity.
Expected to be a contributor to the company standards on high integrity, safety, fair and equitable treatment and a positive work environment
Skills
Administrative support, excel, Administration, Executive support, Calendaring, Administrative assistance, Executive administrative support
Additional Skills & Qualifications
Knowledge and skills:
Associates Degree or a combination of related experience preferred, education and/or training to sufficiently and successfully perform the essential functions of the job.
Strong work tenure: 5+ years experience supporting management in a manufacturing organization. Preferred 5+ years experience in supporting C-Suite Executives
Proven ability to handle confidential information with the highest degree of discretion and integrity, be adaptable to various competing demands, and demonstrate the highest level of service and response
The ideal candidate will be a self-starter and resourceful with excellent verbal and written communication skills.
Anticipates needs and being confident, articulate, be extremely proactive and able to act on their initiative
Time management is critical, being able to prioritize demands and have excellent attention to detail.
Experience and interest in internal and external communications, partnership development, and outreach
Advanced knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners or associates
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Experience Level
Intermediate Level
About Aston Carter
Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.
At Aston Carter, were dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.
Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients capabilities by seeking solvers and delivering solutions to address todays workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit AstonCarter.com. Aston Carter is a company within Allegis Group, a global leader in talent solutions.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call 888-237-6835 or email
[email protected] for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.
