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Executive Assistant in St. Augustine, FL at Carlisle Interconnect Technologies

Date Posted: 2/26/2019

Job Snapshot

Job Description



SUMMARY
Supports the Company President and the Senior Leadership Team (SLT) as appropriate. Manages daily operation of the Division Office, executes special projects, creates and coordinates SLT communications, coordinates and manages scheduling, and provides administrative support for the executives within the organization. Manages the Division budget as assigned. Leads the administrative staff within the Division. Coordinates with the Corporate Office on an ongoing basis. Exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. Works under pressure at times to handle a wide variety of activities and perform confidential matters with discretion.


ESSENTIAL JOB FUNCTIONS

* Serve as the Executive Assistant to the President and Vice Presidents to provide overall administrative leadership to the Office of the Executives.
* Manage schedules for executive staff to include multiple complex calendars and scheduling requirements.
* Respond to inquiries, oversee incoming communications, and when appropriate, take action on the Executive's behalf.
* Liaison with Carlisle Companies Corporate Office.
* Assist Division Office employees with various requests.
* Responsible for collecting, filing, and record retention.
* Managing travel by overseeing daily travel operations at CarlisleIT Division Office.
* Ensure travel support services to Division staff and factory staff across CarlisleIT.
* Process passport and travel visa applications for CarlisleIT employees.
* Plan events for small to large scale meeting and events.
* Administration office to include assignment and review of office activities, circumvent, and resolve problem areas.
* Manage office/workspace plan for Division Office location.
* Maintain office supplies and breakroom inventory. Determine inventory level; anticipating needed supplies; evaluating new office products; placing, and expediting orders for supplies; verifying receipt of supplies.
* Maintain numerous Division credit/purchase accounts within budget and procedures. Complete expense reports for executive staff.
* Develop and maintain a level of professionalism among staff and clientele.
* Must maintain strict confidentiality at all times.
* Must be available after hours to support the staff as needed.
* Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk and/or hear. The employee frequently is required to sit. The employee is occasionally required to walk and stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
*Other duties may be assigned
SUPERVISOR RESPONSIBILITIES
Supervises several administrative professionals and Division Office Receptionist
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed in a normal office environment with minimal physical risks involved. The noise level in the work environment is low to moderate. Occasional work performed in manufacturing setting with potential exposure to fumes, dust, noise and moving machinery.

ENVIRONMENTAL POLICY
Carlisle Interconnect Technologies is dedicated to identifying and reducing the environmental impact of its operations, activities, and products. It is our commitment to comply with all applicable laws and other regulatory requirements concerning the environment. We are committed to preventing pollution and continually improving our environmental performance in all of our global operations. This will be achieved through a comprehensive Environmental Management System that provides the framework for setting and reviewing environmental objectives and targets of Carlisle Interconnect Technologies.

TRAVEL
Estimated to be 10% time.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

* Associate degree; or equivalent combination of education/experience considered.
* Bachelor's degree preferred.
* 5+ years of administrative experience supporting C Level Executives.
* Manufacturing environment experience a plus.
* Experience using ERP systems.

CERTIFICATES, LICENSES, REGISTRATIONS

* Notary Public

LANGUAGE SKILLS
Ability to read, write, speak and understand English.

JOB SKILLS

* Strong organizational skills and exceptional attention to detail and accuracy.
* Ability to prioritize and anticipate needs.
* Provide discrete and confidential coordination of sensitive company information.
* Works with urgency.
* Ability to maintain confidentiality of highly sensitive information.
* Ability to deal with ambiguity and handle stressful and difficult situations with composure, tact and diplomacy.
* Ability to balance workload under short deadlines and changing priorities in a fast paced environment.
* Internet proficiency and knowledge of web-based applications.
* Familiar with metrics.
* Familiar with financial reporting.
* Strong computer skills with proficiency in Microsoft Applications (PowerPoint, Word, Excel).
* Strong oral and written communication skills.
* Strong interpersonal and leadership skills.
* Positive attitude.
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled