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Executive Assistant

Location: Atlanta, Georgia, United States
Job ID: R0002977
Date Posted: Jun 9, 2021
Segment: Construction Machinery
Business Unit: Hitachi Construction Machinery
Company Name: H-E Parts International LLC
Profession (Job Category): Administration & Facilities
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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Description

POSITION SUMMARY:

Reporting directly to the CEO with dotted line to the CFO, the Executive Office Administrator (EOA) provides executive support in a one-on-one working relationship. The Executive Office Administrator also supports Atlanta based Vice Presidents with various administrative tasks. 

The EOA must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-oriented and community focused. The EOA must exercise good judgment in a variety of situations and demonstrate tact, confidentiality and professionalism at all times.  The EOA will have strong organizational skills with the ability to maintain and balance priorities and varied tasks.  The EOA will have the ability to work independently and proactively on projects, from conception to completion.

With access to unique and confidential information, the EOA is a trusted part of the executive team and will be expected to conduct themselves in a professional, positive and collaborative manner.  Administrative functions shall support the CEO, Vice Presidents and Corporate Staff. 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Safety – conduct all activities in a safe manner, utilizing PPE and adhering to company policy and alerting others regarding potential concerns. Safety is # 1. Provides daily support functions for CEO with regard to scheduling, coordination with various functions throughout the organization, composition, travel plans & itineraries and meeting organization. Schedule and manage the CEO Management review program and corporate communication plan – scheduling of monthly calls with the executives, etc. Develop and manage the CEO internal communication program working closely with the marketing team. Filing consolidated financial statements, Board material, etc. in the Executive shared drive. Assist CEO in consolidating the regional reports into the monthly CEO letter which is submitted to the Board. Provides excellent customer service and represents H-E Parts in a courteous and professional manner with a “Can Do” attitude. Provides support to Vice Presidents in the form of travel arranging, expense reporting as well as reports, presentations, and spreadsheets as necessary. Receives visitors and deliveries; properly signing in and logging as required. Assists visitors with hotel reservations and transportation arrangements to office. Manages travel program & travel rewards program for company.  Negotiates travel deals and arrangements with vendors; publishes information for frequent travelers and assists with arrangements when requested. Performs general administrative tasks such as mail pickup, overnight deliveries, conference/meeting catering, phone coverage and related tasks. Responsible to keep the office supplied appropriately by maintaining supply inventory and placing orders to replenish as needed. Acts as liaison to building management on behalf of company.  Tracks issues and follows up accordingly. Maintains a neat and orderly work environment and ensures office equipment is in good working order. Performs other duties as assigned.

DECISION MAKING:

Position will not be required to make decisions that will directly impact the office, but will need to exercise tact, sensitivity and discretion. 

INTERNAL/EXTERNAL CONTACTS:

Position requires interactions with executives, managers and very important visitors.

QUALIFICATIONS: EDUCATION and/or EXPERIENCE:

High School Diploma or GED required.  College degree strongly preferred. Minimum of 10 years of recent office or administrative experience required. Proficiency in Microsoft office suite must be demonstrated.  International travel arranging experience is desired. Strong organizational skills Strong interpersonal skills and emotional maturity Resourcefulness

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