Executive Assistant

$50,000 - $60,000/Yr

Unclassified - Warwick, RI

Full-time - Entry Level

Remote - Warwick, RI

About the position

The Executive Assistant will provide high-level administrative support to the Head of Hydronics for North America. This role is integral to ensuring the smooth operation of the Hydronics division by managing the leadership team's schedule, coordinating key projects, facilitating communication, and handling a variety of tasks to support the division's goals. The Executive Assistant will be responsible for managing and organizing the executive's and leadership team's calendars, including scheduling meetings, appointments, and supporting travel arrangements and expense reporting. Additionally, the role involves preparing and editing communications, presentations, and other documents to ensure clarity and professionalism in all correspondence. In terms of fleet vehicle management, the Executive Assistant will provide local support for drivers under the benefit plan, acting as a liaison for employees with the management company as needed. This includes managing the selection, negotiation, and purchase of fleet vehicles, ensuring compliance with safety, emissions, and licensing regulations, and maintaining accurate records of vehicle usage, location, and condition. The role also encompasses managing the office environment, including budgeting and management of office supplies, ensuring that storage and filing cabinets are organized, and coordinating the planning and execution of various events at the office. The Executive Assistant will liaise with internal and external stakeholders to ensure meetings are efficiently organized and that all participants are well-prepared. This includes arranging logistics for meetings, conferences, and events, as well as assisting in the management of special projects and events, ensuring timelines and deliverables are met. The position requires a high level of confidentiality and discretion, as the Executive Assistant will handle sensitive information and serve as a gatekeeper for the executive, managing access and ensuring that priorities align with the division's objectives.

Responsibilities

• Manage and organize the executive's and leadership team's calendars, including scheduling meetings and appointments.
• Support travel arrangements and expense reporting for the executive and leadership team.
• Prepare and edit communications, presentations, and other documents.
• Manage fleet vehicle procurement, including selection, negotiation, and purchase of vehicles.
• Ensure fleet compliance with safety, emissions, and licensing regulations.
• Maintain accurate records of vehicle usage, location, and condition.
• Manage office supplies budgeting and organization.
• Coordinate the planning and execution of Academy, Customer, and Employee events at the office.
• Liaise with internal and external stakeholders to ensure efficient meeting organization.
• Assist in the management of special projects and events, ensuring timelines and deliverables are met.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• 5+ years of experience as an executive assistant, preferably within a technical or engineering-focused industry.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficient in Google Suite.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• High level of professionalism and the ability to handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Proactive, with the ability to anticipate needs and take initiative.
• Excellent interpersonal skills, with the ability to build relationships at all levels of the organization.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance