Sr. Executive Assistant, Manufacturing

We are looking for an exceptional Sr. Executive Assistant to work on-location, at our manufacturing plant in Casa Grande, Arizona directly supporting our Senior Vice President, Operations, and other senior leaders based in Arizona, as necessary.

The Sr. Executive Assistant role is a position that requires the ability to interact in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. The ability to learn, retain and understand the company’s corporate structures are important to provide the level of support and knowledge necessary to complete daily tasks. This position will have a variety of responsibilities and requires the ability to work effectively within a team environment, take initiative, and be extremely self-motivated. The ability to build and maintain strong relationships throughout the organization will be critical. This individual needs to enjoy the administrative challenges of supporting a diverse group and can work effectively in a multi-task environment that requires strong organization and communication skills, with focus and attention to detail.

How We Work:

We balance hard work and innovation through purpose driven, in-person collaboration. This opportunity is a 100% onsite role out of our Casa Grande, Arizona location. 

You Will:

· Proactively manage Executive calendars; assist executives in time management and calendar scheduling, including day-to-day and long-term management of meetings, projects, and priorities.

· Scheduling conference rooms.

· Coordinate internal and external meetings, conferences, and teleconferences including various lunch meetings and training sessions.

· Schedule and coordinate employee town hall forums with senior leadership across multiple locations and time zones, including international.

· Issue invitations and check all visitors in for onsite visitations.

· Organize all catering for events and meetings.

· Prepare meeting agendas and attend meetings as required.

· Record, transcribe, distribute meeting minutes and action items. Follow-up on action items as directed.

· Manage correspondence between departments.

· Assemble background materials in preparation for meetings.

· Assist with creating and modifying PowerPoint presentations.

· Compose and edit a variety of correspondence, reports, memoranda, and other materials requiring judgment as to content, accuracy and completeness.

· File and retrieve documents and reference materials.

· Schedule onsite interviews for VP-level candidates in collaboration with Talent Acquisition team.

· Support site visits hosted by senior company leadership, including internal or external dignitaries

· Assist with workstation set-up.

· Schedule IT support for laptop and other devices set up on first day.

· Work effectively with other Executive Assistants and support the team when necessary to streamline departmental workflow and communications.

· Recommend, create, and implement and maintain improved administrative systems, procedures and processes including electronic and paper-based filing systems.

· Assist with tracking and reporting of various departmental expenses, and code invoices for approval and signature.

· Process Executives’ expenses in a timely fashion according to established corporate processing guidelines.

· Coordinate travel for Executives and direct reports in compliance with existing policies and procedures, ensuring effective use of time and resources.

· Assist in obtaining VISA and passport renewals.

· Work with company sensitive and confidential data, providing appropriate safeguards and discretion, including working within the confines of legal non-disclosure agreements.

You Bring:

· Ability to maintain security and confidentiality of information, demonstrating discretion and professional acumen, personal ownership, and attention to detail.

· Ability to establish and maintain effective working relationships with Leadership team, supervisors, colleagues, suppliers, and all visitors to the organization.

· Demonstrated ability to professionally deal with unexpected demands and incidents, and to interact with all levels professionally and tactfully within the organization.

· Operate in a proficient manner, anticipating matters at hand and initiating action without requiring direction or supervision and establish strategic plans for future success.

· Effectively prioritize and manage multiple projects simultaneously achieving results with a high degree of accuracy and following through on issues in a timely manner.

· Excellent interpersonal, verbal, and written communication skills. Professional writing skills which reflect correct grammar, spelling, punctuation, composition, quality, and fluent vocabulary.

· Excellent calendar management skills, including the coordination of complex Executive meetings across global time zones.

· Strong knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams).

· Extensive experience scheduling travel and making corporate meeting and events arrangements. (Concur, Amex GBT)

· Exceptional proficiency in data management.

· Effective time management and decision-making skills.

· Outstanding administrative, organizational, and calendar management skills.

· Effectively operate with a sense of urgency and demonstrate the ability to meet deadlines and work intensely until projects and duties are complete.

· Minimum 5 years of experience providing support and assistance at the Executive level.

· High School graduate or equivalent (Required). College degree or Certification, Certified Administrative Professional (CAP), preferred.

· Authorized to work for any employer in the United States.

· Ability to pass a thorough background check.