Executive Assistant Cleveland - Req ID 3883

Support Services Broadview Heights, Ohio


Description

At Ohio Machinery Co., our employees take pride in building the world around them. From our Serviceman and Technicians keeping the equipment running, our knowledgeable sales staff helping maximize efficiency for our customers, our front-line workers preparing equipment and parts orders, to our support staff making sure everything runs smoothly internally.  Our employees are making a difference, and you can too! Ohio Machinery offers a career path, great pay, and a truly comprehensive benefits package including an annual Success Share bonus, retirement options (pension plan for Union employees, 401(k) Match for Non-Union employees), medical/dental/vision insurance options including a  zero employee payroll contribution for an HSA health insurance option with an employer contribution that adds $1,200.00 per year. Spouses and children scholarship opportunities (through the Ohio Machinery Education and Opportunity Foundation), and many others.


JOB SUMMARY

Provide executive-level administrative support for the President, including general secretarial support. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:  
Provide general secretarial support for the President.

Communicate daily with senior managers, other managers and supervisors, customers, and external advisors in a professional manner.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature.  Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect President’s style and company policy.

Maintain positive relationships with manufacturers represented by Ohio Machinery Co., banks, and other vendors and suppliers.

Provide sophisticated calendar management for the President.  Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.

Plan and administer bi-monthly senior management team meetings.

Organize and arrange periodic association meetings; register President for outside meetings, etc., and arrange catering for President’s meetings and dinners.

Work closely with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately.  Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.  Anticipate President’s needs in advance of meetings, conferences, etc.

Provide “gatekeeper” role, providing a bridge for smooth communication between the President and staff, demonstrating leadership to maintain credibility, trust, and support with the Senior Management Team. 

Maintain and manage Executive Office files; process and distribute daily mail;  answer phone lines and respond to inquiries.

Complete a broad variety of administrative tasks that facilitate the President’s ability to effectively lead the organization, including assisting with special projects; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements, and completing expense and mileage reports.

Provide hospitality to all guests and help to create a welcoming environment

 

EDUCATION, WORK EXPERIENCE REQUIREMENTS:

High School diploma required; Associate’s or Bachelor’s degree preferred.

Five years of professional Administrative Assistant experience required, preferably as an Executive Assistant with a medium or large business organization.

Expert proficiency with Microsoft Office including Excel, Word, Outlook, and PowerPoint.  OneNote and SharePoint experience is a plus. 

A high degree of professionalism in dealing with diverse groups of people, including senior managers, leaders, employees, community partners, manufacturers, attorneys, bankers, etc.

Strong verbal and written communication skills.

Exceptional organizational skills and impeccable attention to detail.

Ability to complete a high volume of tasks and projects with little or no guidance.

Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.

Able to maintain a high level of integrity and discretion in handling confidential information.

 

INTERPERSONAL SKILLS:

Positive attitude. Reliable/dependable. Thoroughness and attention to detail. Excellent follow-through and follow-up. Highly flexible and adaptable. Ability to handle confidential and sensitive materials with discretion. Effectiveness of prioritizing incoming requests from internal and external stakeholders. Quality, quantity, and timeliness of work. Professional appearance and presence. Professional, Collegial, Cooperative, Hard Working, Fast Paced, Customer Oriented, Employee Focused, Sales and Results Driven.  Excellent judgment is essential.  Ability to switch gears at a moment’s notice.  

 

PHYSICAL REQUIREMENTS:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard, and to verbally communicate to exchange information. The noise level in the work environment is usually quiet in office settings and moderate to loud in other situations, with both constant and sudden loud noises possible.

 

EEO, Veterans & Disabled Employer, and VEVRAA/503 Federal Contractor.