Executive Administrative Assistant

Hydac Technology Pte Ltd - Bethlehem, PA

Full-time - Entry Level

Bethlehem, PA

Merchant Wholesalers, Durable Goods

About the position

The Executive Administrative Assistant at HYDAC Technology Corporation plays a crucial role in supporting multiple departments and performing various administrative functions for department managers and staff. This position is integral to maintaining efficient operations through effective communication, organization, and management of schedules and resources.

Responsibilities

• Maintain and update calendars for management, arrange conference calls, schedule meetings, reserve meeting rooms, and send invitations to attendees.
• Prepare agendas, documents, presentations, and meeting rooms for various business meetings.
• Manage internal communications including organizational announcements and meeting details for specific facilities.
• Manage all correspondence for assigned managers, including emails, letters, and phone calls.
• Organize and maintain electronic business files and records in an efficient manner.
• Update management contacts in Outlook as needed to ensure accuracy.
• Create, update, and maintain corporate (Intranet) and administrative SharePoint sites.
• Create, update, and maintain corporate and administrative TEAMS sites and One Note.
• Arrange travel accommodations, including flights, hotels, and car rentals, for managers and employees as requested.
• Coordinate catering for visitors and meetings as required, as well as coordinate drivers for airport pickups and drop-offs as needed.
• Make arrangements for visitors, including agendas, hotel, food, and transportation.
• Generate and distribute weekly, monthly, and annual reports for the business.
• Negotiate and maintain corporate rates at hotels in surrounding areas for all US office locations.
• Adapt to changing work environments and remain flexible in responding to evolving needs.
• Support Executive Assistant as well as other Administrative Assistants company-wide.
• Perform other duties as assigned.

Requirements

• High school diploma, GED, or higher education.
• Experience supporting executive level management.
• Strong time management, multitasking, and prioritization skills to meet deadlines.
• Strong organizational skills and strong verbal & written communication skills.
• Ability to be proactive and self-direct your schedule.
• Problem solving and decision making skills.
• Computer literacy in Microsoft Office Suite, Concur, SharePoint, CRM, SAP, Visio, etc.
• Discretion and confidentiality in handling sensitive information.
• Flexibility and adaptability to changing work environments.
• Ability to effectively present information and respond to questions from managers, customers, and employees.