Executive Assistant - ADL

Responsibilities

• Provide high-level administrative support to the General Manager, ensuring the efficient operation of daily business activities.
• Manage and maintain the General Manager's calendar by scheduling appointments, meetings, and events while anticipating scheduling conflicts and prioritizing business needs.
• Maintain a professional, welcoming, and customer-focused environment for employees, visitors, customers, and business partners while representing the organization with integrity and professionalism.
• Plan and coordinate high-profile customer visits, corporate tours, and executive meetings, ensuring all logistics, hospitality, safety requirements, and facility arrangements are professionally executed.
• Screen, prioritize, and direct incoming phone calls, visitors, correspondence, and meeting requests, exercising sound judgment and discretion in handling sensitive matters.
• Prepare, reconcile, and submit expense reports accurately and in accordance with company policies.
• Prepare and assemble presentation materials, employee communications, executive reports, and other documentation for internal and external audiences.
• Cook up and execute major company-sponsored events, including but not limited to employee family picnics, holiday celebrations, Christmas parties, recognition events, retirement celebrations, and other employee engagement activities. Responsibilities include budgeting support, vendor selection, contract coordination, scheduling, purchasing gifts and event materials, and managing event logistics.
• Manage administrative purchasing activities, including maintaining the department purchasing card, processing authorized purchases, reconciling transactions, and ensuring compliance with company purchasing policies.
• Aid with purchasing, tracking, and distribution of employee gifts, promotional items, recognition awards, and event materials.
• Organize, maintain, and share electronic and physical documents using approved company document management systems.
• Take initiative to identify administrative process improvements that increase efficiency and support plant operations.
• Support the General Manager with special projects, research assignments, reports, and continuous improvement initiatives as requested.

Requirements

• Required 2-year degree in Business or related field or 2-4 years of experience in related position.
• Strong professionalism and customer service skills.
• Must be able to communicate professionally and clearly in English, both written and verbally.
• Self-motivated, able to make independent decisions, and work without direct supervision.
• Strong planning, coordination, and event management capabilities.
• Establish and maintain professional and effective working relationships with employees, supervisors, managers, administrators, other departments, and external entities/agencies.
• Maintain and ensure complete confidentiality of employee records.
• High proficiency in Microsoft Office Software, including Power Point, and ability to use a computer and keyboard expertly.