Part-Time Executive Administrative Assistant

Provides personal administrative support and assistance to the ownership and executive staff including the CEO, Chairman of the Board, COO, Vice Presidents and other business managers as needed with a high degree of initiative, independence, and confidentiality.

Provides high-level administrative support such as conducting research, preparing presentations, handling information requests, completing complex projects, tracking and accounting for project costs and performing clerical functions including correspondence preparation, screening of calls, receiving visitors, setting up conference calls, managing calendars, opening, sorting and sometimes responding to or forwarding CEO/ Chairman of the Board's mail and scheduling meetings.

**Part-Time Schedule of 30 Hours Per Week**

Essential Job Functions:

• Assist with managing and maintaining executives' schedules and clerical support needs as required.




• Open, sort, and distribute incoming correspondence, including website email, faxes and regular mail for CEO/Chairman of the Board
• File and retrieve corporate documents, reference materials, records, and reports.
• Log new data and maintain existing data and documents for special projects.
• Greet visitors and callers and determine whether they should be given access to specific individuals.
• Prepare and edit correspondence, communications, presentations proposals, contracts, and other documents.
• Record, transcribe and distribute meeting minutes.




• Coordinate travel arrangements for all personnel. Includes: flights, accommodations (hotels and company managed), transportation (rentals and company managed), etc.




• Review rate schedules for local hotels and car rental agencies, negotiate and renew rates as needed.
• Maintain and support airline contracts (i.e. Southwest Airlines)
• Obtain and maintain travel profiles and passports for employees.
• Maintain travel credit cards and documentation, review, reconcile and approve billing statements.
• Maintain company vehicle records (mileage logs, scheduled usage, and maintenance needs)
• Provide support during off hours for out-of-town travelers as needed.
• Schedule maintenance for Ohio Company vehicles.
• Schedule NMG properties for NMG personnel.
• Schedule cleaning for 811 Hollywood Corporate apartment.
• Stock apartment with supplies.




• Plan and arrange conference calls and meetings (onsite and offsite) as needed to support business needs such as Advisory Board Meetings, Quarterly Compass Meetings or general business projects and programs.




• Arrange for refreshments, lunches, audio/visual equipment, etc. as needed.




• Provide support for company telephone system as needed.




• Provide back-up support for receptionist as needed to cover time-off, breaks, or other business needs.




• Maintain administrative meeting spaces to ensure supplies are stocked and rooms are kept clean, organized and professional at all times.
• Assist with customer/professional relations as needed and requested.




• Coordinate site visits
• Coordinate correspondence, including holiday card distribution.




• Assist company ownership and Family as requested in support of other business entities related to properties, equipment, and community relations, etc.
• Handle Corporate and Family Cell Phone account (currently Verizon).

Additional Duties:

• May be required to drive at times their own vehicle or company vehicle to transport travelers, pick up items for the office, food for lunches, etc.
• Provide support for Lean manufacturing and continuous improvement initiatives, companywide.
• Other duties, reporting, special assignments, or projects as needed and assigned.
• Must remain current with, and complete all required training as assigned.

• Must adhere to Company Corporate EHS Policy and department, occupation, and task specific safety protocols, including but not limited to Personal Protective Equipment (PPE) requirements.
• Provide assistance to the Family CPA when needed.
• Provide assistance to the Family when needed.

Qualifications:

• Demonstrated ability to maintain strict confidentiality when handling sensitive information.
• Excellent calendar management skills, including the coordination of complex meetings using current technology (MS Outlook, etc.)
• Strong interpersonal communication skills: with the ability to effectively interact with all levels in the organization.
• Experience creating professional presentations and supporting documentation.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook; experience with MS Project and QuickBooks preferred.
• Experience scheduling travel arrangements, domestically and internationally
• Must submit to and satisfactorily pass any pre-employment screening required for employment with the Company.
• Must take medical exams required by law, in conjunction with occupation specific activities, the physical work environment, and ongoing industrial hygiene sampling results.
• Depending on assignment, may be required to use stairs, remain upright and/or seated for prolonged timeframes, intermittently reposition the body per various tasks performed, and use various tools and work-related supplies.
• May be required to perform manual lifting activities, not to exceed a 40lb lift performed by one individual.

Education:

• High School Education/GED required