Executive Assistant

Baldwin Supply Company has worked alongside American manufacturing since 1920, offering the stability of a century-old company with a modern, problem-solving mindset. Our team supports a wide range of industries, from food and agriculture to packaging, mining, and infrastructure, so no two days look the same. We’re known for our strong culture, long-tenured employees, and competitive benefits. At Baldwin, you’ll do meaningful work, build lasting relationships, and be part of a company built to last.

About the role

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO and Executive Team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities

• Central communicator and calendar management for Leadership team.
• Handles limited tasks for Chairman of the Board, including his other business ventures, Comma Club and Baldwin workshops.
• Exemplifies Baldwin Values.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arrange and handle all logistics for events.
• Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Manage gifts and follow-up.
• Proactively help leadership team recognize team members’ anniversaries, retirements, funerals, personal happenings, etc.
• Handle phone calls and emails as an extension of the leadership team, including during non-traditional times.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including:
  • Assisting with special projects.
  • Designing and producing complex documents, reports, and presentations.
  • Collecting and preparing information for meetings with staff and outside parties.
  • Composing and preparing correspondence.
  • Maintaining contact lists.
  • Making travel arrangements.
  • Completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate courses of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services for CEO, including replenishing office materials such as snacks, printer supplies, paper, and other supplies in the CEO area.
• Provide event management support as requested.
• Compile and execute action lists with minimal direction.
• Provide hospitality to all guests and help create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.
• Act as the point of contact among executives, employees, clients, and other external partners for projects, day-to-day needs, employee events, and business events.
• Serve as the "glue" of the Leadership team and participate in putting together action lists from Leadership meetings.
• Demonstrate executive presence to confidentially communicate with all leaders and outside suppliers/customers.
• Handle information flows in a timely and accurate manner.
• Maintain a positive and fun workplace environment.
• Help schedule events and team travel.
• Support daily expenses, expense reporting, and prepare weekly, monthly, or quarterly reports.
• Format information for internal and external communication, including memos, emails, presentations, and reports.
• With the support of IT, manage videoconferencing and office equipment.
• Support company-sponsored events such as sales meetings, employee picnics, etc.
• Take on special business projects such as branch photos, History Project, Recognition Wall, etc.
• Seek out areas of opportunity and facilitate process improvement.
• Provide Sales Operations support, including scheduling spring/fall sales reviews, lead coordination via suppliers and Interlynx, tracking sales-related expenses, and coordination of supplier training events.
• Other projects/duties as assigned for the overall benefit of the organization.

Requirements

• Bachelor’s degree (or equivalent) in business or related field.
• Ten plus years of demonstrated success as an Executive Assistant in a manufacturing environment.
• Proven ability to support an Executive Team, including handling confidential information.
• Active Project Management Professional (PMP) Certification.

Skills

• Strategic Planning and Execution.
• Project Management skills; ability to take on tasks and execute.
• Operational Efficiency.
• Executive Decision Support.
• Crisis Management and Problem Solving.
• Ability to take on tasks with limited direction.
• Process improvement implementation.
• Problem-solving and critical thinking.
• Fast execution and learning.
• Proactive communication.
• Perceptive and confident demeanor.
• Ability to prioritize.
• Proactive mindset and self-motivation.
• Strong organizational skills.
• Ability to utilize AI and other technologies.
• Strong follow-up skills (notes, etc.).
• Strong situational awareness.
• Excellent communication and writing skills; ability to act as an extension of the Leadership team (write letters, proofread, etc.).
• Ability to move initiatives forward without constant direction.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to IT infrastructure, IT support and troubleshooting, and cloud-based environments (web-based applications).
• Exceptional organizational skills and impeccable attention to detail.
• Ability to make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Strong questioning and listening skills.
• Ability to maintain a high level of integrity and discretion in handling confidential information; excellent judgment is essential.
• Ability to switch gears at a moment’s notice.
• Ability to thrive in an intense, do-it-yourself environment.
• Ability to work well within a cross-functional team environment.

Physical Requirements / Work Conditions

• The employee is regularly required to sit; use hands to handle or feel; and talk or hear.
• The employee is frequently required to reach with hands and arms.
• The employee is occasionally required to stand; walk; stoop, kneel, crouch, or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• The noise level in the work environment is usually moderate.
• Work is conducted in a semi-private office/cubicle setting.

Benefits

At Baldwin Supply, we prioritize our employees' well-being by providing comprehensive benefits including:

• Comprehensive health insurance (medical, dental, vision).
• Generous retirement savings plan (401(k)).
• Flexible work arrangements.
• Generous paid time off (paid holidays and vacation days).
• Short-term and long-term disability.
• Life insurance.
• Employee Assistance Programs.
• Ongoing professional development opportunities.