Executive Assistant

Rumpke Of Ohio - Cincinnati, OH

Full-time - Mid Level

Cincinnati, OH

Waste Management and Remediation Services

About the position

Our company is searching for an experienced, reliable and task-oriented Executive Assistant. The Executive Assistant will work directly with C-level executives and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. We need a responsible professional who will be instrumental in supporting the ongoing growth and success of Rumpke. The Executive Assistant will coordinate, manage, and maintain the executives' calendars and daily schedules. This role involves screening incoming correspondence and calls, making preliminary decisions regarding appropriate actions, and managing logistics for internal and external meetings. Responsibilities include scheduling conference rooms, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on the status of action items and deliverables. Additionally, the Executive Assistant will compose, proofread, and edit correspondence, prepare letters and memos, arrange complex travel plans and itineraries, and compile documents for travel-related meetings. Ensuring that expense reports and purchase orders are completed accurately, within budget limits, and approved within the system is also a key responsibility. The role requires utilizing the company's internal software system and corporate resources to find new, innovative ways to improve efficiency, monitoring deadlines, managing communications with direct reports, researching various topics, preparing reports, and managing special projects as assigned.

Responsibilities

• Coordinate, manage and maintain Executives' calendars and daily schedule.
• Screen incoming correspondence and calls and make preliminary decisions as to appropriate action.
• Manage logistics for internal and external meetings including scheduling conference rooms, preparing agendas, managing the collection and production of meeting materials, recording and distributing meeting minutes, and tracking and reporting on status of action items and deliverables.
• Compose, proofread and edit correspondence, prepare letters, and memos.
• Arrange complex and detailed travel plans and itineraries, and compile documents for travel-related meetings.
• Ensure expense reports and purchase orders are completed accurately, within budget limits and approved within the system.
• Utilize the company's internal software system and corporate resources to find new, innovative ways to improve efficiency.
• Monitor deadlines and manage communications with direct reports.
• Research various topics and prepare reports.
• Manage special projects.
• Other duties as assigned.

Requirements

• 5 years of experience as an executive assistant reporting directly to senior management.
• Proficient in Microsoft applications.
• Self-motivated, with high energy and an engaging level of enthusiasm.
• High degree of integrity and demonstrated ability to handle confidential information.
• Strong oral and written communications skills that demonstrate a professional demeanor and the ability to interact with others with discretion and tact.
• Organized and experienced at successfully multi-tasking.
• Able to thrive in a fast-paced, deadline-driven environment.

Nice-to-haves

• Financial knowledge / reporting experience a plus.
• Equivalent combination of education and experience sufficient to successfully perform the principal duties of the job.