Executive Administrative Assistant - Maryland Heights in St. Louis, MO at Carlisle Construction Materials

Date Posted: 5/24/2018

Job Snapshot

Job Description

General Summary:

The Corporate Executive Administrative Assistant and Office Manager will provide a wide range of administrative services for Executive level professionals in a Global company, as well as partner with the Plant Manager to maintain the corporate office location. This person should be technically proficient, able to work independently, comfortable making decisions, be flexible, adaptable, self-motivated, and a team player. The candidate must work effectively in a complex, demanding environment while maintaining a professional attitude and demeanor, providing leadership, direction, and service to others. The successful candidate for this role will have the ability to manage remote relationships, quick turnaround times on requests, working within a fluid environment, complex, multi-time zone scheduling, vendor relationships, and coordinate off site activities.

Essential Requirements and Responsibilities:

  • Manages the day-to-day business activities of the CEO and other Executives of the Company.
  • Schedules and organizes activities, such as meetings, travel arrangements, conferences, and department activities for all Executives of the Company.
  • Develop professional management presentations for the CEO and other Executives, compiling and refining input in various formats from several sources.
  • Manage tracking of CEO and Executive-led initiatives, projects, and action items.Build out tracking documents as needed for ongoing status reporting.
  • Act as a liaison and point of reference between the company and its parent company.
  • Participates in meetings when requested and takes or transcribes notes of meetings as needed.
  • Establishes, develops, maintains, and updates the document filing system. Promptly respond to requests for information involving Corporate Documentation from files when needed.
  • Organizes and prioritizes large volumes of information and calls.
  • Works independently and within a team on special nonrecurring and ongoing projects. Works on varying special projects determined and delegated by the CEO or other Executives of the Company, which includes: project management, planning, coordinating and disseminating information.Comfortable taking initiative with minimal direction as needed.
  • Handles confidential information with discretion.
  • Answers and screens calls in a professional manner.
  • Monitors, manages and negotiates vendor contracts including office supplies and copier machine.
  • Managing and maintain office supplies needed for the corporate office.
  • Manage and coordinate Company Car Lease Program.
  • Responsible for in and outgoing mail distribution.
  • Reserve and Coordinate conference room requests on outlook calendar.

Job Specifications:

  • 4 year College degree
  • Minimum of 3-5 years of progressively responsible experience in an administrative support capacity for Executives in a global corporate environment.
  • Strong reading, writing, math and communication skills.
  • Advanced working knowledge of personal computers, including MS Office 2013 - Word/PowerPoint/Excel/Outlook.
  • Detail oriented with effective time management, organization, and multitasking skills.
  • Familiarity with reviewing financial and sales information and basic understanding of financial reporting is preferred.
  • Familiarity with reviewing business contracts is preferred.
  • Experience (formal or informal) with project management, event planning, and vendor management is a plus.
  • Experience with Concur, Adobe Acrobat, and Adobe Photoshop is a plus.
  • Ability to work with a variety of personalities.
  • Ability to work flexible hours is required.
  • Previous experience handling sensitive and highly confidential material is required.
  • International Travel/Scheduling experience.
  • Strong ability to be proactive, network and work in a team with others.