Executive Assistant

Executive Assistant

Executive Assistant

As the Executive Assistant you will need to be well-organized, have great time management skills and be able to act with limited supervision.  To be successful you must have a pleasant personality and the ability to deal with multiple tasks in a timely and effective manner.  Stress management skills are essential for this position. The primary duty of the Executive Assistant is to perform a variety of administrative tasks and provide administrative support to the MaiCo Plant Manager.

Duties:

• Work directly with the Plant Manager to support all aspects of his daily work routine.
• Maintain the Plant Manager’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements.
• Serve as a liaison between the Plant Manager, MaiCo Industry staff and the public. This includes receiving and screening the Plant Manager’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Serve as a liaison between the Plant Manager and the Ellsworth Correctional Facility and KDHE.
• Coordinate work with other MaiCo Industries staff as needed; play a key role in the coordination of staff efforts both within and outside the company.
• Assist the Plant Manager in the development of presentations and white papers for internal and external audiences.
• Assist with the companies HR needs and act as a liaison between the PKM HR staff and MaiCo.
• Determine priority of matters of attention for the Plant Manager; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the Plant Manager advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Assist the Maintenance Department in the acquisition of needed parts.
•  Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the Plant Manager’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Prepare cost analysis on all completed projects in a timely manner
• Work as the liaison with the tool provider stocking our tool vending machines
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Skills Required

• Hands-on experience with office equipment, e.g. fax machines and printers
• Must have a professional attitude and appearance
• Must have solid written and verbal communication skills
• Must have the ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multi-tasking and time-management skills, with the ability to prioritize tasks
• Must have a customer service attitude and a pleasant personality
• Overachieving attitude and enhanced work ethic
• Must have experience with Microsoft products, including Word, Excel, Publisher and PowerPoint