Executive Assistant

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Job description

About Us:

Gottstein Corporation is an industry leader in the areas of industrial and commercial contracting. We have a team of highly motivated project managers who are dedicated to your satisfaction, from start to finish. We have the right people and the right experience to design, build, install, move, and maintain your plant and the equipment you rely on in your manufacturing processes. We specialize in Food and Beverage but open to all manufacturing. Our greatest strengths are our talented people, our company culture of excellence and our dedication to customer satisfaction. As we continue to grow and expand, we see a future of endless opportunity. This inspires all of us at Gottstein Corporation to enthusiastically pursue our mission: to help North American Industry grow and to be the world's best.

Job Summary:

The Executive Assistant will serve as a key support role to the VP of Gottstein Corporation, and will be managing administrative tasks, coordinating activities, and facilitating communication between the VP and other stakeholders. The ideal candidate will be fluent in English, Bi-lingual preferred have substantial experience in an executive support role, demonstrate exceptional organizational, interpersonal skills, and be well versed in Microsoft office programs.

Requirements

Key Responsibilities:

Administrative Support: Provide high-level administrative support to the executives, including managing calendars, scheduling meetings, and arranging travel.

Communication: Act as a liaison between the VP, executives and internal/external stakeholders, handling correspondence, phone calls, and email communications professionally.

Meeting Coordination: Prepare agendas, take minutes, and follow up on action items from executive meetings. Ensure all meetings are organized and executed smoothly.

Document Management: Prepare and review reports, presentations, and other documents as required. Maintain accurate and organized filing systems.

Project Management: Assist with special projects, including research, data analysis, and implementation of strategic initiatives Event Planning: Coordinate and manage events, including conferences, workshops, and team-building activities.

Confidentiality: Handle sensitive and confidential information with the utmost discretion and integrity.

Skill:

1. Communication Skills

Verbal and Written Communication: Exceptional ability to communicate clearly and effectively with various stakeholders including senior management, staff, and external partners.

Listening Skills: Ability to listen and understand instructions and feedback effectively.

2. Organizational Skills

Time Management: Expertise in managing multiple schedules, deadlines, and tasks efficiently.

Prioritization: Ability to determine the importance of tasks and to delegate accordingly.

Attention to Detail: Meticulous attention to detail with the capability to manage complex and high-stake tasks.

3. Technical Proficiency

Proficiency in Office Software: Skilled in Microsoft Office Suite, Meeting minute talk (Word, Excel, PowerPoint, Outlook) and other digital tools like CRM software, project management tools, and virtual meeting platforms.

Database Management: Ability to manage and organize large amounts of data effectively.

4. Problem-Solving Skills

Analytical Thinking: Ability to analyze situations, foresee potential problems, and implement solutions.

Decision Making: Capacity to make independent decisions that reflect well on the executive and the company.

5. Interpersonal Skills

Professionalism: Maintaining a high level of professionalism in all interactions.

Empathy and Tact: Skill in handling sensitive information and situations with discretion and empathy.

Networking: Ability to maintain and develop professional relationships that can benefit the organization.

6. Adaptability

Flexibility: Ability to adapt to changing priorities and maintain a calm demeanor in high-pressure situations.

Learning Agility: Quick to learn new skills and technologies as required.

7. Project Management

Project Coordination: Skills in overseeing projects from conception to completion, ensuring deadlines and standards are met.

Event Planning: Competence in planning and organizing events, meetings, and corporate gatherings.

8. Discretion and Confidentiality

Handling Sensitive Information: Trusted with highly confidential information requiring utmost discretion.

9. Multitasking

Handling Multiple Tasks Simultaneously: Efficiently manages several tasks without compromising the quality of work.

10. Cultural Awareness

Diversity Sensitivity: Understanding and navigating the diverse cultural backgrounds of colleagues and business partners.

Qualifications:

Education: Bachelor's degree or equivalent experience in Business Administration, Management, or a related field.

Experience: Minimum of 4 years of experience in an executive assistant or similar role, preferably in a corporate environment.

Language Skills: Fluent in English (both written and spoken). Additional language skills are a plus.

Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with other office software and tools.

Interpersonal Skills: Exceptional communication and interpersonal skills, with the ability to interact effectively with executives, staff, and external partners.

Organizational Skills: Strong organizational and multitasking abilities, with attention to detail and the capability to manage competing priorities.

Problem-Solving: Proactive and resourceful in addressing challenges and finding solutions.

Benefits

Competitive salary and benefits package.

Opportunities for professional growth and development.

Supportive and collaborative work environment.

Health Insurance: Atena, EPO, 3 Plans, Vision, Dental

Retirement Plans: 401(k) plan with employer match to help employees save for retirement. After 1 year and 1000 hours, match 4%

Paid Time Off: Generous vacation, 2 weeks paid vacation after 60 days

Professional Development: Opportunities for training, skill development programs, and tuition assistance to help employees grow in their careers.

Flexible Work Arrangements: Options for flexible scheduling, remote work, and telecommuting to accommodate diverse needs. Based on job offered.

Employee Perks: Discounts on company products or services, employee referral bonuses, and recognition programs to reward and motivate employees.

Financial Benefits: Commuter benefits, life insurance, STD, LTD, and supplemental whole life.

Gottstein Corporation we are supportive and inclusive work environment with opportunities for career advancement, mentorship, and community involvement.

Why Gottstein Corporation?

Competitive salary and excellent generous benefits package

Opportunities for professional growth and development

Dynamic and supportive work environment

Information:

Please submit your resume and cover letter to, HR (url removed) / (url removed). Any questions, please call (phone number removed) Ext 134 or 129.

Gottstein Corporation is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Please note that this is a general summary, and specific benefits may vary depending on the company and position. For detailed information about benefits eligibility and coverage, please refer to the employee handbook or contact HR Department

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