Executive Assistant

Full-time - Senior

Hybrid - Leetonia, OH

Primary Metal Manufacturing

About the position

Are you an experienced Executive Assistant? Consider joining the Pennex family as an Executive Assistant at our Leetonia, OH location. As the Executive Assistant reporting to the President, you will play a critical role in providing high-level administrative support to the President and other executives within the organization. This role demands exceptional project management, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the President, executives and internal/external stakeholders, ensuring smooth communication, efficient operations, and that organizational goals are met. This is a Hybrid role that requires presence onsite in Leetonia, OH. This will fluctuate and change with business need. This role will require an individual to be flexible and work across multiple time zones and at times outside normal business hours.

Responsibilities

• Calendar management: Scheduling meetings, appointments, and special events.
• Email and communication management: Handling and prioritizing incoming emails and drafting responses on the executive's behalf to effectively communicate key information to internal and external stakeholders.
• Travel arrangements: Booking flights (private and commercial), accommodations, and transportation for business trips, conferences, and other travel needs.
• Meeting preparation: Preparing and/or coordinating meetings and events, including agendas, gathering relevant documents and materials, and distributing them to attendees before meetings.
• Company-wide event planning: Plan events across multiple sites for internal and external attendees.
• Note-taking and meeting minutes: Taking accurate notes during meetings and following up with stakeholders on key changes, next steps, and deliverables.
• Document preparation: Creating and editing various business documents, presentations, reports, and other materials as needed.
• Research: Conducting research on various topics for projects, events, meetings, etc.
• Confidentiality and discretion: Handling sensitive and confidential information with the utmost care and always maintaining a high level of confidentiality.
• Project management: Assisting in the management and tracking of projects, deadlines, and deliverables across different teams and departments, including assigning and delegating tasks as needed.
• Expense management: Managing and reconciling expense reports and ensuring adherence to company policies.
• Preparing customer and executive visits: Providing first impressions to guests, including scheduling conference room, providing PPE; catering; etc.
• Affiliate support: Providing support in duties related to the President's leadership in joint venture, industry and affiliate organizations as needed.
• Miscellaneous tasks: Handling various ad-hoc assignments and tasks that may arise.

Requirements

• Bachelor's Degree or 15 years of relevant work experience in lieu of a degree.
• 10 or more years of executive/C-Suite administrative experience required.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Analytic and able to make decisions using data and information available.
• Expert in using Microsoft office suite (PowerPoint, Excel and Word) and Concur.
• Experience in Microsoft Dynamics 365, iCIMS, Asana and data dashboards is preferred.
• Ability to handle confidential information with integrity and sensitivity.
• Proactive mindset with the ability to anticipate needs and act accordingly.
• Attentive to details and follows through on assigned tasks and commitments.
• Strong problem-solving and decision-making skills.
• Able to build relationships with internal and external stakeholders and network.
• Experience with calendar management and travel coordination.
• Highly motivated, self-driven, and eager to learn and apply new skills.
• Flexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriately.
• Follows process and procedures that align with company goals and promotes organization effectiveness.
• Comfortable working in ambiguity or with limited information.
• Must be able to pass pre-employment physical and drug screen.
• Must be eligible to work in the United States, visa sponsorships are not available.

Nice-to-haves

• Experience in project management tools and methodologies.
• Familiarity with corporate governance and compliance issues.

Benefits

• Medical, dental and vision insurance
• Disability and life insurance
• 401(k) with robust matching contribution
• Generous allotment of paid vacation and paid holidays
• Competitive wages plus performance-based bonus opportunities
• Employee Assistance Program (EAP)
• Ongoing training and professional development
• Ample opportunity for career growth and advancement
• Relocation package may be available