Executive Assistant 1

AirReps, a division of Daikin Comfort Technologies North America, is a leader in HVAC solutions that are clean, comfortable and efficient. AirReps’ expertise and passion for people are our biggest talents. We bring the most comprehensive product offerings, unrivaled thought leadership, and customer-centric support to the commercial HVAC market. Engineering collaborative, reliable solutions is the name of our game.

About the role

The Executive Assistant will assist top-level executives with executive-level administrative support, including clerical administration, receiving clients and visitors, arranging travel and correspondence, managing executives' meetings and calendars, developing and preparing presentations and reports, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff.

Responsibilities

• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Answer and direct calls to appropriate executives and parties and take messages when needed.
• Greet visitors.
• Open, sort, and distribute correspondence, including email, faxes, and mail.
• Read and analyze submissions, letters, agendas, memos, and determine significance; forward to appropriate personnel in a timely and efficient manner.
• Prepare reports, collect and analyze information, and prepare presentations.
• Develop and utilize historical information.
• Record meeting discussions and provide minutes.
• Maintain inventory of office supplies and anticipate office supply needs; place orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary.
• Coordinate finances and assist with budget preparation.
• Train clerical staff in policies and procedures and arrange for the set-up of new computers for new employees.
• Prepare executive responses to routine memos, letters, or correspondence.
• Provide clerical and general office support to other offices.
• Delegate tasks and responsibilities to other staff members when appropriate.
• Interact with customers when appropriate and problem-solve any issues they might have.
• Document complaints and develop an appropriate course of action.
• Report problems to executives when they cannot be resolved for attention.
• Perform additional duties as required.

Requirements

• 4-6 years of experience.
• High school diploma or GED equivalent; Associate’s degree in business or related field is preferred.
• Proficient in Microsoft Access, Word, Excel, and Outlook.
• Strong work ethic, polished/poised, and resourceful.
• Strong relationship-building and interpersonal skills.
• Exceptional written and verbal communication skills.
• High proficiency in Word, Excel, and PowerPoint required.
• Tremendous attention to detail.
• Ability to interact professionally with internal and external personnel throughout the company.
• Excellent sense of discretion regarding highly sensitive and confidential information.
• Ability to learn quickly, work independently, and prioritize multiple tasks in a deadline-driven environment.

Benefits

• Benefits are effective on day one for all full-time direct hires.
• Training programs are available to help guide team members and develop new skills.
• Immense opportunities to grow your career.
• Part of a global company backed by Daikin Industries, Ltd.

Pay

$31.81 - $39.17 per hour.

Physical Requirements

Must be able to perform essential responsibilities with or without reasonable accommodations.