Executive Assistant - Auburn - Metal Technologies

    Metal Technologies
    Metal Technologies Auburn

    1 day ago

    Manufacturing / Mechanical
    Description

    The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development. This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs.

    The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency.

    Principle Duties and Responsibilities:

    Executive & Leadership Support

    • Maintain and coordinate the President/CEO's calendar, meetings, and scheduling priorities
    • Organize and support executive and Board meetings, including agendas, materials, room setup, and catering
    • Coordinate executive communications, correspondence, and document preparation
    • Organize, maintain, and update customer, competitor, and executive files
    • Scan, file, and manage executive records and business cards

    Office Administration & Operations

    • Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup
    • Answer and route incoming calls; greet visitors and direct them appropriately
    • Monitor front desk activity, deliveries, and package distribution
    • Order and manage office, kitchen, and mailing supplies
    • Maintain general office organization, conference rooms, and common areas
    • Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail
    • Prepare and manage FedEx and USPS shipments

    Legal, Compliance & Records Support

    • Prepare and process NDAs, legal forms, credit applications, and compliance documents
    • Coordinate legal billing approvals and routing to Accounts Payable
    • Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries
    • Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation
    • Organize and maintain both digital (SharePoint) and physical corporate files
    • Obtain and maintain Notary Public certification; notarize documents as requested

    Vehicle, Travel & Credential Coordination

    • Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals
    • Process new vehicle registrations, titles, plates, and compliance documentation
    • Maintain passport records, monitor expiration dates, and assist with renewals
    • Support executive and business travel documentation needs as required

    Facilities & Vendor Coordination

    • Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.)
    • Sign and review routine vendor documentation as authorized
    • Monitor office equipment and facilities needs and coordinate service requests

    Additional Responsibilities

    • Assist with special projects and cross-functional administrative initiatives
    • Support Culture, Learning & Development activities as requested
    • Perform other duties as assigned to support organizational effectiveness

    Knowledge, Skills, and Abilities

    • Strong organizational and time-management skills with high attention to detail
    • Excellent written and verbal communication skills
    • Ability to handle confidential information with discretion and professionalism
    • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems
    • Strong interpersonal skills with the ability to interact effectively across all levels of the organization
    • Ability to manage multiple priorities in a fast-paced environment

    Education and Experience Requirements:

    • High school diploma required; additional education preferred
    • Minimum of 5 years of experience in an executive assistant or professional administrative role
    • Experience supporting senior leadership and managing complex administrative responsibilities

    Paralegal or Legal Administrative Assistant preferred.

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