Executive Assistant

PRIMARY OBJECTIVE OF POSITION:

To perform high-level and complex administrative support to Executive-level team member(s) in a manner which allows
the Executive(s) to optimize their productivity.

MAJOR AREAS OF ACCOUNTABILITY:

1. Provides direct administrative support to an Executive(s) including managing and determining priorities of incoming requests. Researches, responds or delegates responses as appropriate on behalf of the Executive(s). Screens visitors, e-mail inquiries, and callers, independently and determines appropriate response and/or redirects where appropriate.
2. Manages the complex, dynamic, and extremely active calendar of appointments under significant constraints. Evaluates and prioritizes time requests, and ensures the Executive is on schedule and appropriately briefed for all appointments. Works in consultation with others to provide updates regarding scheduling issues and various inquiries and/or concerns directed to the Executive.
3. Arranges complex and detailed travel plans for the Executive, provides itineraries and agendas, compiles documents for travel-related meetings, and completes travel authorizations and expense reports on behalf of the Executive(s). Works with internal/external travel partners when needed to ensure all travel details are accounted for and executed.
4. Demonstrates leadership to maintain credibility, trust, and support with the Executive(s), other members of the Leadership team and staff.
5. Coordinates the flow of incoming and outgoing communications by receiving, routing, and/or responding to incoming communications. Composes and prepares confidential and sensitive correspondence, meeting agendas, presentations, and minutes. Identifies, prioritizes, and coordinates meeting materials and follow-up documents to assist in accomplishing objectives, deadlines, and commitments for organizational initiatives and working groups.
6. Receives confidential mail and inquiries and works with executive(s) to determine appropriate response. Coordinates with Communications teams when needed to support necessary internal and external communication from the Executive(s).
7. Manages any related invoices and ensures invoices are processed and coded accurately within the accounts payable system. Works independently with internal accounting partners and vendors to follow up on any discrepancies. Ensures overall expenses are within budget and proactively raises any budgeting issues for additional guidance.
8. Manages special events and logistics and schedules events with appropriate departments. Advises/contacts participants or guests, coordinates travel and schedules for guests to the organization, makes reservations for flights, hotels, restaurants, and meeting venues, prepares meeting agendas, itineraries, and information materials, and arranges for audiovisual and associated support equipment as needed. Uses independent judgment regarding event alternatives, modifications, or last-minute changes, and coordinates or provides support.
9. Coordinates logistics for regular leadership, department meetings, and team building. Identifies the appropriate venue, aids in the development of the agenda, and identifies and procures all the required supplies to support the event.
10. Administers the timecard function for the assigned area's leadership team by reviewing and verifying timecard totals, contacting the appropriate manager with questions and clarifications and entering missing information into the timecard system.
11. Supports the onboarding of new executive(s) and other members of the senior leadership team through working with facilities to identify and ready workspace, ensuring IT equipment is procured, working with Human Resources to schedule New Employee Orientation, necessary building access is provided, and key introductory meetings are scheduled.
12. Establishes and maintains effective filing system; develops files and divides them into logical sections as needed. Performs daily filing. Places orders and maintains an appropriate inventory of supplies to effectively perform work responsibility. Makes special delivery runs of items as needed.
13. Keeps supervisor informed of important developments, potential problems and related information necessary for effective management. Coordinates and communicates plans and activities with others, as appropriate to ensure a coordinated work effort and team approach.
14. Performs related work as apparent or assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The
requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.

• At least 5 years of progressive administrative support experience, including executive support.
• At least a 2-year college degree and/or advanced certification.
• Ability to operate under pressure and meet deadlines in a fast-paced environment.
• Ability to juggle multiple competing priorities in a complex environment with limited direction and superior attention to detail.
• Adaptable to various competing demands and demonstrates the highest level of professionalism.
• Ability to manage various processes and projects end-to-end independently utilizing various organizational and tracking methods.
• Ability to communicate effectively, both orally and in writing, with a wide variety of customers, Company personnel and others. Ability to create succinct and engaging written communication including presentations to support business activities.
• Ability to work accurately with numbers and be detail oriented.
• Ability to handle information with the utmost discretion and confidentiality.
• Very proficient in MS Office programs (Outlook, PowerPoint, Word, and Excel). Ability to quickly learn other technical programs and software related to billing, travel, etc.
• Exceptional follow through skills.
• Ability to effectively develop and maintain relationships at all levels to foster trust and provide influence.
• Demonstrates Northern Tool + Equipment's 12 Core Competencies.

PHYSICAL DEMANDS:

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 accommodations may be made to enable individuals with
disabilities to perform the essential functions.

• Frequently required to sit, use hands to handle objects and talk or hear.
• Frequent wrist and/or hand movement is required.
• Occasionally required to stand, walk and reach with hands and arms.
• Must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required include close vision, distant vision and the ability to adjust focus.