Executive Support Specialist

Thanks for your interest in joining our family-run manufacturing and distribution business of over 50 years. We're excited to open our search for this key member of our team, an Executive Support Specialist to support our Executive Team (President & EVP) with an eye toward driving the company's vision into the future. 

This position presents a unique opportunity to work alongside leadership with a diverse body of work and balance of autonomy, collaboration, ideation, and problem solving. The ideal candidate

• Is a self-starter and problem solver with a can-do attitude.
• Has excellent oral and written communication skills.
• Thrives on being detail-oriented, driving for quality and consistency.
• Excels at handling shifting priorities, with strong time management and organizational skills.
• Enjoys working in a dynamic, fast-paced environment, including internally with team members and externally with customers and partners.
  

Responsibilities

Serves as primary administrative contact and provides a wide range of support to our Executive Team (President & EVP), including:

• Compiling daily and weekly reports
• Updating and maintaining company databases
• Leveraging company databases to develop reports to support the sales team
• Generating and following up with customer quotations and product demonstrations
• Completing vendor and customer requisitions
• Preparing correspondence (certifications, memos, newsletters, product bulletins, reports) on behalf of the Company and Executives
• Organizing necessary materials in preparation for meetings, events, and trade shows
• Maintaining an office structure that optimizes workflow
• Supporting HR (e.g. preparing, submitting, and monitoring job postings) and Accounting (assist in preparing check runs, filing,  etc…) activities
• Coordinating domestic and international travel arrangements and prepare itineraries
• Managing and maintaining personal and management team calendars including making appointments and prioritizing sensitive matters
  

General office support, including:

• Organizing and maintaining company manuals and procedures
• Monitoring and managing company email accounts
• Managing information flow in a timely and accurate manner
• Answering, screening, and directing phone calls in a polite and professional manner and taking accurate messages
• Greeting customers/visitors in a polite and professional manner, identifying the purpose of their visit and directing them to the appropriate personnel
• Creating and maintaining electronic and hard copy files, folders, and labels
• Maintain Safety Data Sheet (SDS) knowledge base
• Participation in staff meetings while taking minutes and managing corporate calendar
• Ordering office supplies and literature
• Special projects (individual handling and team participation)
  

Experience & Requirements

A minimum of 2 years in a similar full-time position is preferred. Candidates should demonstrate exceptional organizational, time management, and prioritization skills and possess excellent verbal and written communication skills. Experience with enterprise software solutions (e.g. CRM, ERP) and proficiency with the full Microsoft Office Suite is expected. Shall be able to type (60) wpm.

Compensation

Excel offers a competitive salary commensurate with candidate experience and including a full complement of benefits.

About Us

Excel Technologies, Inc. is a premier distributor of supplies, instruments and equipment for optical applications and materials preparation. We empower customers to understand their materials by delivering the industry’s most comprehensive suite of products and services for materials preparation, inspection, measuring and analysis.

As a family-run business of over 50 years and now a certified Woman Owned Small Business, Excel remains invested in yesterday, today and tomorrow. Our experience, stability and growth are rooted in maintaining unparalleled attention to detail and consistently working to exceed expectations. Like a family, our success starts and ends with building and fostering relationships through effective, ongoing communication and collaboration.