Executive Assistant

$56,160 - $62,400/Yr

Sealing Devices - Lancaster, NY

Full-time - Mid Level

Lancaster, NY

Merchant Wholesalers, Durable Goods

About the position

The Executive Administrative Assistant to the CEO and President/COO is a pivotal role within Sealing Devices Inc., providing high-level administrative support to the executive team. This position is essential for ensuring the smooth operation of the executive offices, requiring a highly organized and detail-oriented individual who can manage multiple tasks efficiently. The Executive Assistant will be responsible for managing schedules, coordinating meetings, and handling correspondence, all while maintaining confidentiality and discretion in dealing with sensitive information. In this role, the Executive Assistant will take notes during meetings, capturing comments made by the CEO or President and ensuring that action items are implemented promptly. The individual will proactively arrange for the CEO or President to represent the organization at various conferences and meetings, prioritizing appointments and managing invitations. When the CEO or President is unavailable, the Executive Assistant will relay requests for action or information to the appropriate personnel, interpreting requests as necessary and ensuring timely communication. The Executive Assistant will also screen phone calls, visitors, and incoming correspondence, responding to inquiries about office procedures and determining which requests should be escalated to the CEO, President, or relevant staff members. This role may involve preparing and signing routine correspondence, making arrangements for meetings, and assembling necessary background materials. Additionally, the Executive Assistant may attend meetings to record proceedings and report on outcomes, ensuring that all outgoing materials conform to the established procedures of the CEO or President. The ideal candidate will anticipate the needs of the CEO or President, preparing materials for conferences, appointments, and meetings, and providing relevant information for consideration. The Executive Assistant will also be responsible for preparing special reports and summaries, selecting pertinent information from various sources under general direction. This position requires adherence to departmental procedures and a commitment to maintaining a safe and clean working environment in compliance with Sealing Devices' Quality System policies and guidelines.

Responsibilities

• Manage schedules for the CEO and President/COO.
• Coordinate meetings and handle correspondence for the executive team.
• Take notes during meetings and ensure implementation of action items.
• Arrange for the CEO or President to represent the organization at conferences and meetings.
• Prioritize appointments and manage invitations for the CEO or President.
• Relay requests for action or information to appropriate personnel in the absence of the CEO or President.
• Screen phone calls, visitors, and incoming correspondence.
• Respond to inquiries about office procedures and determine which requests should be escalated.
• Prepare and sign routine correspondence in the name of the CEO or President.
• Make arrangements for conferences and meetings, assembling necessary background materials.
• Attend meetings to record proceedings and report on outcomes.
• Anticipate and prepare materials needed for conferences, appointments, and meetings.
• Prepare special reports and summaries based on various sources of information.
• Follow departmental procedures and recommend improvements as necessary.
• Maintain a safe and clean working environment in compliance with company policies.

Requirements

• High school diploma or GED required.
• Mid-level experience in an administrative role preferred.
• Strong computer skills, including proficiency in office software.
• Ability to handle confidential information with discretion.
• Excellent organizational and time management skills.
• Strong communication skills, both written and verbal.

Nice-to-haves

• Associates degree in Accounting or related field preferred.

Benefits

• Competitive hourly wage ranging from $27.00 to $30.00 based on experience.
• Equal Opportunity Employer with a commitment to diversity and inclusion.