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Executive Administrative Assistant

Post date

May 21, 2019

Location

Auburn Hills, Michigan

Field

Administrative

Type

Full Time

Position Summary

Current Position:

Under the direction of the President or Administrative Services Manager, the Executive Administrative Assistant provides administrative support to the leadership team. This position performs duties such as scheduling, time keeping, coordination of meetings and conferences, obtaining supplies, preparing reports and presentations as well as working on special projects.

Essential Functions:

  • Schedules and organizes activities such as meetings, travel, conferences, and other related activities for executive team members
  • Process expense reports for business travel, events, and other office related expenses. Answers phones for the executive team and takes messages as necessary
  • Attends executive meetings as required, takes minutes or drafts general meeting correspondence for the team
  • Utilize advanced Excel, PowerPoint skills for analytical reporting for leadership team
  • Drafts general correspondence, memos, charts, tables, graphs, etc.; may also proofread copies for spelling, grammar, layout and make appropriate changes
  • Help maintain a clean and organized office environment.
  • Operate general office equipment for various applications, such as database and document management and word processing
  • Answer and route telephone calls and respond to general email inquiries, manage and prioritize emails daily for executive team
  • Assist with travel arrangements
  • Order and set up lunches, dinners or other events as requested
  • Set up and manage paper or electronic filing systems, recording information, updating paperwork, maintaining documents, or preparing reports as requested
  • Maintain scheduling and event calendars as well as coordinate events pertaining to the executive team
  • Make copies of correspondence or other printed material
  • Other duties as assigned

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills and Abilities

  • Excellent customer service skills, over the phone and in-person
  • Excellent written and verbal communication skills
  • Ability to multi-task, and work in a fast-paced environment where priorities change daily
  • Strong attention to detail and organizational skills
  • Proficiency with Microsoft Office programs, as well as Google Applications
  • Advanced working knowledge of Microsoft Word, PowerPoint and Excel, Outlook (calendar scheduling) and Concur (creating and managing travel arrangements); Microsoft certification a plus.
  • Ability to interact professionally with customers, suppliers and internal team members
  • Ability to handle information that may be of a confidential or sensitive nature
  • Ability to work in a collaborative environment and work with others in a team setting
  • Ability to act as a self-starter, and assess where you can add value and assist the group

Required Education and Experience:

3-5 years of professional executive administrative support experience in an industrial office setting

3-5 years of experience managing tasks for multiple team members simultaneously

Experience working and supporting all levels of an organization

Prior work experience in an automotive supply, custom machine, or engineering service environment

 

Supervisory Responsibility:

None.

Work Environment:

  • May be required to operate in both a professional office environment and a manufacturing environment
  • Routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, scanners, plotters, printers and fax machines
  • The noise level in the work environment is usually moderate
  • May be expected to work on a manufacturing shop floor:
    • May involve exposure to hazards
    • Work surfaces may be slippery, unstable or uneven
    • Shop temperatures may not always be controlled and could vary from hot to cold
    • May work in areas where ear, eye, and/or foot protection is required

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 the Administrative Assistant.  While performing the duties of this position, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs, balance; stoop, kneel, crouch or crawl; and talk or hear.  The employee must occasionally lift or move up to 25 pounds.  Specific vision abilities require the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

 

Position Type and Expected Hours of Work:

The Administrative Assistant is a full-time position. Hours may typically be Monday through Friday from 8am to 4:30pm with occasional exceptions that may require periodic travel.

Other Duties:

This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

 

 

 

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ABOUT JR AUTOMATION

JR Automation provides intelligent automated manufacturing and distribution technology solutions. We transform how the world's leading manufacturers make and distribute products.

 

Learn More About Us

A PLACE WHERE PEOPLE MATTER MOST

 

At JR Automation, we focus on our customers. And we take care of each other. Large as we've grown, we've held onto our small-business roots, and there's a personal, human touch in everything we do. We work hard, and we work together. We pursue shared interests and mutual benefit. We encourage ambitious ideas, and we never give up or give our second-best effort. Curiosity, humility, and determination in the face of tough challenges help make the world better for all of us. So we believe the future is bright, because we're building it together.