PURPOSE OF THE POSITION
Enhances the effectiveness of one or more executives by providing administrative and information management support.
Essential Position Responsibilities – This is a Salary Exempt position.
Responsible for a broad variety of administrative tasks on behalf of assigned executive(s). Manages an active calendar of appointments, monitors and responds to emails, organizes travel and agendas, completes expense reports, and prepares confidential correspondence. Maintains discretion and confidentiality as appropriate. Responsible for the production of company events including parties and executive dinners. Assists in coordinating the agenda of senior management team meetings. May provide support for board of director meetings.
Communicates on behalf of executives. Provides a bridge for smooth communication between the executive and other internal departments. Demonstrates leadership to maintain credibility, trust and support with the organization. Builds relationships crucial to the success of the organization, and manages a variety of special projects. May communicate with board members, investors and other prominent industry and community leaders on behalf of the Company where appropriate.
Performs general office management duties including the maintenance of photocopiers, the purchase of supplies and office equipment, keys for office, company cars, etc. Maintains account for conference calls.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive team, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response. Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Coordinates Programs, Special Events and Projects: Coordinates processes and procedures related departmental programs, special events, and projects. Plans logistics with regard to facilities and equipment; coordinates with senior leadership and management teams to ensure objectives and milestones are on track; communicates with internal and external stakeholders.
Participates as a member of the Team. Participates in the ongoing development, communication and implementation of team concepts, programs and policies; coordinates work to ensure best practices with all team members. Attends appropriate team meetings. As a member of the Team, fosters strong cohesiveness regarding all major issues; e.g., direction, annual plan, budget, policy changes, etc. Accepts responsibility to quickly identify any areas that lack cohesiveness, bringing them to the attention of the team leader and working with the team in a supportive manner to resolve issues and actively look for ways, and reinforce actions needed, to achieve synergy possible within the larger organization.
Simmons Operating systems principles and objectives: Is familiar with Simmons’ established operating systems (e.g. quality, security, office environment, company policies, LEAN); understands the responsibility to maintain familiarity with the systems and this position’s role in support of these systems – including a consideration of the impact of individual actions on the systems and the responsibility to communicate concerns and improvement ideas.
Performs other duties as necessary in support of business objectives: This position description is intended to guide the activities of the person in this position and is not intended to limit the thinking and creativity of the person as to the work of this function nor is it intended that this describe all the work that may be required of the person in this position.
Physical Activities: Enters and locates information on a computer. Visually verifies information, often in small print. May present information to small or large groups. Communicates with Customers, Vendors, or Employees via telephone, in person, and/or electronic mail. Will use a personal computer, fax machine, copy machine, calculator and telephone.
Personal Protective Equipment (PPE): As required by the visiting facility.
Travel: Travels domestically to and from multiple facilities or work-sites, possibly requiring overnight stays.
Technical Experience: 5 years administrative experience. Must be able to use a personal computer and various office equipment. Excellent skills in Microsoft Office (Word, Excel, and Powerpoint), Google Apps, Adobe Acrobat, and Social Media web platforms. Experience supporting C-Level Executive preferred. Experience in both public and private companies is preferred. Must have knowledge of commonly-used office concepts, practices, and procedures. High degree of professional judgment; ability to generate trust and retain confidentiality.
Industry Experience: Preference for manufacturing or food processing organization.
Minimum Education: High school diploma or equivalent .
Preferred Education: Associate Degree in related field.
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