Overview
Administrative Support Professional Jobs in Melville, NY at H2M architects + engineers
Global Division Executive Assistant
Facility: Trenton Plants
General Description
The Global Division Executive Assistant supports and assists the Executive Vice President (EVP), as required, with day-to-day administrative functions. Reporting directly to the EVP, he/she works in an environment that requires creativity, flexibility, confidentiality, and keen attention to detail. He/she must manage multiple projects simultaneously and meet stated deadlines.
Specific Duties
The Executive Assistant to the EVP’s primary goal is to keep the company EVP on schedule and organized on a daily and weekly basis. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the experience, knowledge, skills, and/or abilities required.
Follow all applicable environmental, health, and safety rules and procedures and immediately report all dangerous situations, near-misses, and injuries.
Responsible for all aspects of domestic and international trips; travel including airfare, hotel reservations, car rentals, etc., providing detailed itineraries, agendas, directions, and backup materials; Additionally, handles passport and visa documentation for traveling abroad, plus pre- and post-travel security reporting.
Provides administrative support for the management of projects and monitoring of workflow to ensure that deadlines are met and anticipates where problems/conflicts might arise.
Compose, draft, proof, edit, and finalize correspondence, including e-mail and other documents.
Review incoming mail and/or email, prioritize and summarize content, and process replies independently or as directed by the EVP.
Schedule meetings within Teams and organize the EVP’s calendar, including daily interaction with senior management direct reports globally. Take notes, prepare memos, and follow up on actions required to ensure the senior management priorities are met.
Prepare for meetings supporting the needs of executives involved.
Manage highly sensitive, confidential information with complete discretion.
Work extra hours from time to time when required
Other Duties
Please note this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities are subject to change at any time, with or without notice.
Qualifications:
Professional level of verbal and written communication skills.
Advanced computer skills using Microsoft Office applications, including Outlook, Excel, Word, and PowerPoint. With the ability to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations to meet deadlines.
Ability to schedule meetings within Teams and organize the EVP’s calendar.
A proactive approach to problem-solving with strong decision-making and organizational skills.
Minimum of 5 years’ relevant work experience as an executive assistant or executive team.
Bachelor’s degree preferred
Fluent French and/or Spanish is desired but not required
Physical Demands
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.
The employee frequently is required to sit; walk, talk and hear. The employee is occasionally required to climb or balance; stoop, lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, for viewing a computer terminal distance vision, peripheral vision, depth perception vision for driving and ability to adjust focus.
This position is not substantially exposed to adverse environmental conditions.
Personal Protective Equipment
The following list of PPE is required while in the manufacturing area.
Safety Glasses conforming to ANSI Z87.1 or higher
Steel Toe Safety Shoes conforming to OSHA General Industry Standards 29 CFR 1910
Hearing protection conforming to OSHA General Industry Standards 29 CFR 1910
Hutchinson Industries, Inc. is an equal opportunity employer.
This position is exempt. Hutchinson Industries, Inc. reserves the right to modify the job description as needed and may require the employee to perform functions beyond those mentioned above. Neither this job description nor any other communication creates an employment contract between Hutchinson Industries, Inc. and the employee. Either party may terminate employment without notice at any time.
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Title: Administrative Support Professional
Company: H2M architects + engineers
Location: Melville, NY
