Executive Administrative Assistant

Job Description

Job Description

Job Title : Executive Administrative Assistant

Department : General Management

Reports to : General Manager

Location : Nor-Cal Products, Inc. dba Pfeiffer Vacuum Valves & Engineering (Pfeiffer Vacuum V&E)

FLSA Status : Exempt

S hift : 8 : 00 AM - 5 : 00 PM

SUMMARY

The Executive Administrative Assistant provides high-level support to the General Manager including, but not limited to extensive calendar management and successful coordination of business meetings. They serve as the liaison between the General Manager and other departments within the organization. The Executive Administrative Assistant must be able to multi-task and to work well under pressure. Excellent time management is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

Supervisory Responsibilities

None.

Duties

• Manages the General Manager’s calendar by interacting with internal and external executives and assistants to schedule a variety of business meetings.
• Schedules and attends meetings on behalf of the General Manager, taking notes and recording meetings.
• Reviews contents of incoming communications to the General Manager, determines the importance, and summarizes and / or distributes to the appropriate staff.
• Schedules travel arrangements and reservations for the General Manager and other staff as needed.
• Performs office tasks such as maintaining records, ordering supplies, and performing basic bookkeeping.
• Performs clerical and administrative tasks including, but not limited to drafting letters, memos, invoices, reports, and other documents.
• Assist in preparing formal presentations.
• Prepare and distribute monthly reports for operations; process expense reports.
• Plans and leads the coordination of all Corporate special events.
• Regularly uses various software applications such as spreadsheets to assemble, manipulate, and / or format data and / or reports.
• Consistently maintains a high level of confidentiality.
• Travel domestically as needed for training.
• Performs other duties as assigned.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

100 % Inside, climate / noise-controlled office environment; lifting to less than 30 lbs. Eye, hearing and Cleanroom protection may be required in the manufacturing areas.

Tasks require walking, sitting, bending, reaching, mobility, frequent lifting and pushing / pulling. Work requires computer skills (word processing, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job.

Secondary duties with added requirements may be assigned from time to time.

POSITION REQUIREMENTS

Company Values

Pfeiffer Vacuum V&E believes that we are all suppliers and customers of someone in our organization. Our employees must be able to demonstrate this customer-centric belief - which means that you are value-adding, reliable, performance-driven, innovative, service-minded, and agile – in all of their business activities. We expect that our company values of open mindedness, trust, communication, thinking strategically / being creative, being courageous, accountable, and humble, ethical sensitivity / compliance, resilience / facing diversity and fostering a culture of empowerment, engagement and collaboration will drive the actions of our employees.

General Qualifications

Education and / or Experience

Language Skills

Excellent verbal and written communication skills.

Mathematical Skills

Basic mathematics skills.

Reasoning Ability

Able to work in a fast-paced shop, with quickly changing work priorities, and with minimal interaction to complete assignments on time.

Certificates, Licenses, Registrations

Valid driver’s license.

TOOLS AND / OR EQUIPMENT

None

WORK ENVIRONMENT

This position may work in various environments including office, factory, or home settings. Employees who choose to work from home are expected to comply with all company requirements for core work hours or in-person attendance at company meetings or events.

as applicable)

Pfeiffer Vacuum V&E is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact Danielle Clair at 530-841-9150.

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