Executive Assistant

at Etezazi Industries* in Wichita, Kansas, United States

Job Description

Job Description

Position Objective

Responsible for receiving visitors, answering, directing phone calls, and providing administrative support to the management team.

Roles and Responsibilities

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

• Act as the point of contact among executives, employees, clients and other external partners
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
• Manage information flow in a timely and accurate manner
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Manage executives’ calendars and set up meetings
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Answer multi-line central telephone system and direct calls accordingly.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Screen and direct phone calls and distribute correspondence
• Receive visitors and answer questions, in person and by telephone.
• Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the President and the organization in general
• Maintains all Social Media Platforms uptodate
• Make travel and accommodation arrangements, lodging, and meal planning as needed.
• Prepare the office for workers every morning and provide administrative support.
• Operate listed office machines as required.
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings
• Organize and maintain the office filing system
• Prepare outgoing mail; sort, scan and distribute incoming mail.
• Compose, type and edit correspondence, reports, memoranda and other material.
• Maintain office supply inventory.
• Other duties, as assigned.

Board Support and Liaison

• Serves as the President's administrative liaison to Calvert Foundation's board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Key Competencies

• Answer inbound calls, holds and transfers on a multi-line phone system.
• Represent the Company professionally in person, over the phone and via printed and electronic communications.
• Excellent verbal and written communications skills
• Provide basic administrative support to management and executive officers.
• Utilize Windows 10, Microsoft Office, Printers, Scanners, and other basic office equipment.
• Outstanding organizational and time management skills.
• Discretion and confidentiality

Supervisory Responsibility

This position has no supervisory responsibility.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Donning of PPE in production areas is required.

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.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Position Type

Full-Time, Permanent.

Expected Core Hours/Days of Work

Expected core hours of work are 8 a.m. to 5 p.m., Monday through Friday. Evening and weekend work may be required as job duties demand.

Travel

This position requires up to 15% travel. Frequently, travel is outside the local area and overnight. Some of the travel is international.

Required Education/Experience

Requirements may be waved at the discretion of the CEO.

• High School Diploma or General Equivalency Diploma.
• A minimum of two (2) years of successful experience in a busy office environment.
• Understanding of ERP and/or CRM tools.
• Working knowledge of Microsoft Office Suite, with emphasis on Excel, Outlook, PowerPoint and Word.
• Marketing and Social Media Experience

Preferred Education/Experience

• Associate’s or bachelor’s degree.
• Relevant industry experience.

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance

Must qualify for EAR, ITAR clearances, and/or be a U.S. person.

EEO Statement

AE Management Co., and Etezazi Industries, Inc., provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, AE Management Co., and Etezazi Industries, Inc., comply with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

AE Management Co., and Etezazi Industries, Inc., expressly prohibit any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of AE Management Co.’s. and Etezazi Industries, Inc.’s., employees to perform their job duties may result in discipline up to and including discharge.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.