Senior Executive Assistant

Position Summary

The primary role of the Sr. Executive Assistant is to increase the President's effectiveness and productivity by doing as many tasks as possible that free him up to concentrate on strategic and high value-added activities. More than an administrative assistant, the Sr. Executive Assistant understands the President's agenda and expectations and coordinates, organizes and assists him in completing his tasks. The Assistant acts as an administrative secretary handling traditional responsibilities such as correspondence, filing, scheduling and booking travel arrangements. The Assistant acts on behalf of the President in defined areas by making decisions, forming recommendations, solving problems, interpreting policy and following up to ensure deadlines are met. Finally, the Assistant is charged with specific responsibilities for managing people, resources and processes.

Position Duties/Responsibilities

• Manage all correspondence, i.e., composition, dictation, letters, phone calls, making contacts, invitations, Contacts List, etc.

• Planning, coordinating and scheduling of meetings, appointments, calendars, events, activities, etc.

• Manage travel activities- establish dates, make airline, hotel, restaurant and rental car reservations. Keep corporate aircraft log.

• Manage expenses- review, approve and assign appropriate account numbers to credit card bills, expense books and other invoices. Manage certain budget expense accounts. Manage checkbooks, credit cards, trust accounts, etc.

• Screen outside contact, i.e., incoming telephone calls, e- mail messages, surface mail and visitors. Protect the President's valuable time while providing access or professional support when appropriate.

• Follow up to ensure expected activities, results, arrangements and actions are on schedule or complete. Proactively verify, remind, assist, push and facilitate to ensure assigned tasks are completed.

• Assist in or complete assigned projects, e.g., data collection, analysis, summarization, reporting and recommendations. Defining, documenting and improving business processes. Documentation of annual corporate business plans. Special projects as assigned.

• Able to act for the President by answering questions, scheduling time, responding to correspondence, asking questions or gleaning information in a meeting. Identify and solve problems independently while keeping the President informed as needed.

• Manage confidential company and personal information, personnel files, manufacturer sales and service agreements, key corporate contracts and agreements, related entity records, checkbooks, expenses and invoices.

• May be asked to perform supervisory responsibilities.

Supervisory Responsibilities:

• May have responsibility for supervising others

Position Requirements

Required:

• Bachelor's degree in Business or related field

• 15+ years of work experience providing executive or staff level support.

• A strong understanding of confidentiality and the ability to handle sensitive materials and conversations.

• Excellent communication skills - verbal and written

• Excellent administrative skills; 60+ words per minute, filing, dictation, proofreading.

• Excellent composition skills, flawless grammar, spelling and punctuation.

• Exceptional PC experience and skills, with a high degree of proficiency in Microsoft Office products (Word, Excel, PowerPoint, etc).

• Excellent organizational, coordination and project management skills.

• Self-motivated and highly productive- able to complete tasks independently, efficiently and with high quality.

• Basic financial knowledge: can read an income statement and balance sheet, collect, summarize and analyze trends, form conclusions and make recommendations.

• Ability to coordinate and book complicated international travel arrangements, flights, hotels, restaurants, rental cars, trains, appointments.

• Manage shipping of goods and cargo overseas via surface and air freight, arrange carnets, customs clearance, collection, packing, consolidation, etc.

• 6 sigma Red Belt trained and proficient with Continual Process Improvement tools and techniques.

• Notary Public

Preferred:

• Ability to directly supervise people including hiring, motivating, directing, and developing skills and ability.

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• Works under general supervision; acts independently to handle standard problems but will report on; refers unusual problems to supervisor/manager

• Excellent communication skills-verbal and written-with people at all levels of the company, with Caterpillar associates, and with customers and outside vendors

• Ability to build and maintain effective customer and professional relationships through strong interpersonal skills with emphasis on relationship-building and consistent demonstration of solid professional judgment

• Organized and structured in approaching work yet flexible enough to work with different management styles

• Use of creativity and latitude; employee typically operates under general instruction with some established procedures and policies

• Excellent computer skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint), the ability to learn CAT/MacAllister/Michigan Cat systems, and sales related databases

• Strong multitasking abilities, detail-oriented and self-motivated

• Strong interpersonal skills and ability to manage conflict in a win/win style

The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands.

MacAllister Machinery Co Inc. is an Equal Opportunity Employer (EEO).