Jobs

    Executive Administrative Assistant - Jessup, United States - Baltimore Aircoil Company

    Baltimore Aircoil Company
    Baltimore Aircoil Company Jessup, United States

    4 weeks ago

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    Description

    Job Description

    Job Description

    POSITION PURPOSE

    At BAC, our vision is to Reinvent Cooling to Sustain the World. As we endeavor to achieve this vision, we're currently seeking an Executive Assistant to be a supportive talent whose mission is to help empower our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to executives. Given the dynamic nature of the executive landscape, we rely on Executive Assistants to be flexible and consistent while maintaining the confidentiality of high-level data and operations.

    The Executive Assistant will be responsible for providing high-level administrative support by preparing reports and presentations, supporting internal communications, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role may also train and supervise additional clerical and administrative staff.

    PRINCIPAL ACCOUNTABILITIES

    • Support the President via proactive calendar management, meeting planning, expense report submission, and travel logistics.
    • Prepare presentations including PowerPoint presentations or speeches as required strategic plans, operating plans, other board presentations.
    • Prepare/organize All Employee Meetings including hosting Teams live event and monitoring questions, coordinating with other presenters, etc.
    • Serve as the primary point of contact to Amsted corporate, primarily the EA of the CEO of the company
    • Manage/Execute Executive level Communication Plan (postings LinkedIn, Sharepoint, other)
    • Manage and maintain GLT international travel logistics.
    • Lead/coordinate record retention for executives, including maintenance of permanent historical documentation.
    • Support the President at one or more industry events (typically IIAR) including fundraising activities
    • Prepare responses to correspondence containing routine inquiries.
    • Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports for President.
    • Complete forms on behalf of President in accordance with company procedures.
    • Coordinate/notarize any board filings, board statements, or documents to signed by President or CFO
    • Prepare agendas and arrange logistics, such as coordinating catering for luncheons, for Global Leadership Team, Amsted visits, and other meetings.
    • File and retrieve corporate documents, records, and reports.
    • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution to the GLT, as appropriate.
    • Manage executive physical program, including coordination with external partners, as required
    • Manage Amsted corporate reporting (locations, officer/director listings, coordinate changes as required)
    • Maintain professionalism and strict confidentiality with all materials and data.
    • Maintain organized and detailed filing system for ease of access and reference.
    • Organize team communications and plan events, both internal and off-site.
    • Attend meetings to record minutes, when necessary.
    • Manage a coordinator or part-time support role.
    • Other administrative duties as assigned.

    KEY RELATIONSHIPS

    • President
    • Global Leadership Team
    • Amsted Executive Assistant
    • Industry association contacts
    • 3rd party vendors

    COMMUNICATION AND REASONING ABILITY

    • Demonstrate a sense of urgency in responding to requests.
    • Ability to balance multiple executive requirements and prioritize appropriately.
    • Ability to comprehend, analyze, and interpret business documents.
    • Detail-oriented communications.
    • Highest level of confidentiality.

    TRAVEL

    • Approximately 20%; majority would be domestic supporting GLT or President

    KNOWLEDGE & SKILLS

    • Five or more years of experience in an administrative role reporting directly to CEO, President, or other executive leadership.
    • Bachelor's or associate degree (or equivalent education and experience).
    • Certified Administrative Professional or Professional Administrative Certificate of Excellence (PACE), preferred
    • Established Notary or willingness to obtain notary status
    • Excellent written, verbal and PowerPoint/digital communication skills.
    • Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
    • Proficiency with office productivity tools and an aptitude for learning new software and systems.
    • Flexible team player, willing to adapt to changes and unafraid of challenges.
    • Ability to maintain confidentiality of information related to the company and its' employees.
    • Collaboration skills.

    WORKING CONDITIONS

    The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. While performing this job, the employee is regularly required to stand and walk up to 40% of the time. This position requires occasional lifting up to 20 pounds and travel both domestically and internationally up to 25% of the time.

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