Executive Assistant Jobs

EXECUTIVE/ADMINISTRATIVE ASSISTANT

Location: Gallatin, TN 37066

Industry: Manufacturing

DESIRED SKILLS AND EXPERIENCE

• Microsoft Office Products - Must possess advanced skills in the use of Microsoft Office (Outlook, Word, Excel, and PowerPoint) as well as working knowledge of SharePoint.
• Administrative experience
• Bachelor's or Associate's Degree preferred but not required
• Must have experience working in a manufacturing company

JOB SUMMARY

This position will be an important member of a strong team of other makers who take pride in their work and support each other. As an Administrative Assistant, you will be working in a fast-paced environment, managing confidential matters, and exercising high levels of discretion and judgment.

RESPONSIBILITIES

General Administrative Functions (40%)

• Manage calendars and proactively organize their time as required using expert judgment and discretion.
• Service all customers who visit the Branch and handle all customer correspondence. Collects and input data, and generate required daily, weekly, monthly, quarterly and annual essential reports for Operations, Customer Service and other departments within the branch.
• Arrange and assist in streamlining collaboration by scheduling meetings and taking minutes and summarizing.
• Schedule conference rooms, set up audio-visual or online meeting tools and events.
• Coordinate & ensure meeting logistics are in place.
• Coordinate travel arrangements and assist the Branch leadership team in creating Concur expense reports as needed.
• Coordinate distribution of all incoming communication (including phone, fax, email, mail, network printer).

Engagement (40%)

• Provide pre-event support, i.e. research and negotiate venue and catering options, purchase meeting supplies, prepare conference rooms, and day of event support.
• This includes internal meetings, Birthday Round Table meetings, and employee events such as annual events, food trucks and holiday gatherings.
• Oversee and assist in executing all Branch engagement & recognition programs.
• Coordinate events across the Branch.
• Manage various communications including soliciting, collecting, and developing content for quarterly newsletter, managing the branch-wide calendars, sending out email communications from leadership, and organization of email distribution lists.
• Support activities of Gallatin Good Vibes crew and work with management team to schedule events while staying within constraints of established budget.

Office Management (20%)

• Perform general office duties such as monitor, order and stock supplies for the office, break rooms, and responding to requests of the leadership team.
• Update communication on the Employee TV Screens.
• Assist in the execution of special tasks and projects as needed.
• Serve as general contact for all vendor services associated with the daily activities of the plant. Upkeep of department rosters, office assignments, organization charts, department forms, contact lists.
• Answering all incoming phone calls to the main number.