Henkels & McCoy Inc. is seeking an Executive Assistant to perform a variety of high-level administrative tasks. This position will support the President. This role will manage the executive's calendar, travel, and schedule, perform project tracking and report development and coordination. The Executive Assistant will possess the ability to complete complex tasks quickly, demonstrate the ability to proactively anticipate needs and drive improvements with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. This individual will maintain confidentiality, be customer and quality focused, and have a strong work ethic. As part of the Administrative Services Team this individual will report to the Administrative Services Manager.
PRIMARY OUTCOMES/Major job elements
The principal duty in this role is to ensure the executive's time is maximized every day.
Directly support the executive with calendar maintenance and organization, scheduling meetings, creating agendas, creating presentations, creating and distributing reports and other important documents, etc.
Anticipate travel needs making recommendations for schedule changes needed to accommodate necessary travel. Manage and book travel including last minute changes or reservations.
Responsible for creating and submitting weekly travel expense reports including the collection of all necessary backup documents.
Responsible for reviewing the Presidents direct reports weekly expense reports ensuring adherence to travel policies and appropriate cost allocations. Communicate needed changes directly to submitter and escalate if warranted.
Responsible for the management and reconciliation of a corporate expense account and associated credit card.
Acts as the main point of contact for executive, team members, support staff, customers, and other internal and external clients.
Attend various meetings and take minutes and follow up on action items.
Ability to support a fast paced, demanding work schedule that can include; early mornings, evenings, weekends, etc.
Review, proofread, and format correspondences prepared to ensure accuracy and completeness.
Maintain organized filing system.
Participate and contribute in event planning committee' meetings. Will be required to attend events managing logistics and facilitating the event.
May be required to provide backup assistance with research, tracking and data entry of State Contractor Licenses.
Answer, direct and follow-up on all incoming emails and phone calls.
Order and maintain office supplies.
Special projects, research, and personal requests for the President as needed.
Performs other position duties when requested.
Qualifications and Education Requirements
A strong belief in ZERO- Being Safe 100% of the time is the expectation
Alignment with company mission, vision, and core values
Excellent interpersonal communications and relationship skills.
Must be a team player with strong relationship building skills
Strong analytical skills and excellent judgment
A high level of time management, initiative, accountability, and prioritization skills
Strong project coordination and organization skills.
Ability to effectively communicate and coordinate efforts across a large organization (both internally and externally).
Ability to build productive relationships with external vendors.
Exceptional written and verbal communication skills
Impeccable integrity, discretion and confidentiality
Excellent writing skills with impeccable grammar cognition
Expert knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint). Proficiency with Microsoft OneDrive.
Strong Adobe and SharePoint experience.
Proficient knowledge of Salesforce preferred
Willingness and ability to be reached after work hours when needed.
Ability to handle changing priorities and stress in a calm, professional and positive manner
Bachelor's degree strongly preferred but not required
3-5 years of experience as a high-level Administrative, Executive or Personal Assistant supporting C-level executives with significant domestic travel requirements
Experience working in a complex organization with matrix reporting
Experience working in a Shared Services model within the utility or construction industry preferred
Experience with a privately held company a significant plus
H&M Shared Services Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities.