Position Description

Position Title:

Executive Administrative Assistant

Direct Reports:

No

Department:

Clerical

Classification:

Non-Exempt

Location:

Corporate

Approved Date:

Reports To:

HR Manager

Revision Date:

5/15/2023

Position Summary:

The Executive Administrative Assistant is responsible for a variety of duties, ensuring that a high level of administrative support and assistance to the executive staff is properly handled with discretion and confidentiality. This also includes planning internal and external events. The ideal candidate brings the ability to effectively prioritize their daily tasks while optimizing efficiency.

Essential Responsibilities:

C-Level

• Knows executive and department head schedules; communicates as needed.
• Screen mail, phone calls, and visitors.
• Plans and coordinates special meetings and events.
• Assists with charitable donations and vendor freebies.
• Organize and maintain files as needed.
• Sends flowers/gifts on behalf of WDP.
• Attends Calhoun County livestock auction and coordinates with butcher/distribution.
• Helps coordinate, purchase, and distribute company Christmas gifts.
• Other tasks as needed.

Office

• Weekly Attendance/Meeting Schedules – Communicates meetings/guests to the front desk each Monday.
• Coordinates use of company rental car.
• Coordinates organization of the break room and purchases supplies as needed.
• Conference Room – Helps coordinate schedule in case of conflicts; keeps organized.
• Laminates documents as needed.
• Orders and organizes office supplies.
• Assists new employees with attaining initial inventory of office supplies.
• Manages and maintains relationship with the office cleaning vendor.

Retail

• Orders and inventories gift cards for employee awards, promotions, etc.
• Orders and inventories special manager uniforms and specialty apparel.
• Updates and organizes communications logbooks.
• Prepares, records, and communicates, image evaluations from scoring team.

Customer Feedback

• Responsible for logging, initial response, and tracking of resolution, of all customer feedback in a timely manner.
• Coordinates resolution of complaints with the appropriate department heads.

Non-Essential Responsibilities:

Attends to other duties as appropriate.

Education & Experience:

• High school graduate or equivalent and 3 years of related experience/training preferred.

Other Knowledge, Skills & Abilities:

• Ability to develop specific goals and plans to prioritize, organize, and accomplish assigned work, for self and team.
• Ability to pay close attention to detail.
• Ability to use problem solving skills. Good decision-making skills.
• Ability to adjust priorities based on urgency.

Core Competencies:

• Problem Solving: Ability to recognize courses of action which can be taken to handle problems or potential problems, and applying contingency plans to solve those problems.
• Leadership: Ability to motivate and guide others to ensure performance in accordance with clear expectations and goals.
• Strategic Planner: Ability to offer advice and create a plan based on analysis of issues and trends, develop a vision for the future, and create a culture in which the long range goals can be achieved.
• Conceptual Thinking: Ability to understand a situation holistically by identifying patterns, seeing the interrelationships, recognizing and organizing in a systematic way, and framing new ideas and courses of action.
• Change Management: Ability to encourage others to seek opportunities for different and innovative approaches to addressing problems while ensuring these changes are thoroughly and smoothly implemented.

Physical Requirements:

Average Daily Physical Requirements

None

Less than

2 hours

2 to 5 hours

More than

5 hours

Work in stationary position

x

Move about work area

x

Use hands/fingers to handle or feel

x

Reach with hands and arms

x

Ascend/Descend (stairs/ladder/etc.)

x

Bend, stoop, kneel, crouch, or crawl

x

Communicate with various parties

x

Detect flavors or smells

x

Move containers up to 30 pounds

x

Visual acuity

x

Read and understand written word

x

Drive/Travel

x

Operate computer and general office machines

x

Operate Machines: Material Handling Equipment

x

Environmental Conditions:

Average Daily Environmental Conditions

None

Less than

2 hours

2 to 5 hours

More than

5 hours

Normal office environment: No exposure to extreme heat, cold, noise or chemicals or hazardous equipment.

x

Plant environment: Exposure to dust, oil, various chemicals, and extreme noise.

x

Warehouse environment: Exposure to extreme temperatures, noise, hazardous equipment, and fumes from trucks.

x

Travel: Limited exposure to outside elements.

x

Other:

It feels good to work at a company that cares about its customers and its community. We are always looking for ways to take good care of each other, and that goes for your benefits, too. As a full-time employee, you can look forward to:

• Competitive pay
• medical, dental and vision INSURANCE (after 60 days)
• flex spending account (after 60 days)
• $10,000 life insurance and accidental death and dismemberment INSURANCE (after 60 days)
• lifeWorks employee assistance program (after 60 days)
• 401K with company match (age 18+, after 3 months of service)

This job description does not list all duties of the job. Employees may be asked by management to perform other duties as needed. The Company reserves the right to revise this job description at any time. This job description is not a contract for employment and does not infringe upon the Company’s at will employment status.

Employee Signature: ____________________________________________ Date: _________________________

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• On call
• Weekend availability

Ability to commute/relocate:

• Marshall, MI 49068: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Administrative Assistance or similiar: 3 years (Preferred)

Work Location: In person

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