Executive Administrative Assistant

Apollo Safety, an electronic equipment sales and service firm, needs an Executive Assistant for the corporate CEO in its Fall River offices with occasional work / travel to our Boston, Rhode Island & Connecticut offices.

This is an On-Call Position to the President & CEO, employees who work on-call are expected to be available at any time of day or night, usually with short notice, to carry out their working duties.

This position is primarily responsible for providing day to day administrative and project tracking support to the President & CEO, and serving as a critical information link between the CEO and internal / external employees & customers to ensure the CEO receives timely, effective and efficient support and information.

We are looking for a competent Executive Administrative Assistant to the President & CEO to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life, personal schedule, and community affairs. This position is very fast paced and is more than a full time position. The ideal candidate will dedicate themselves fully to this position for 3 to 5 years with a tremendous potential for advancement well beyond the Executive Admin role. Be very prepared to work and be determined to know what is required to succeed together. This is an On-Call Position.

A word from our Founder

“Are you "Pepper Potts" like?

That is the best way I found to describe my work patterns and the support needed to keep me and my company's productive and successful!

If so, I want you to earn great money, get satisfaction from your production, and have enormous opportunities for growth in my organization(s). I'd like to schedule a call with you to discuss this opportunity.

I look forward to speaking with you.”

More on the support role:

This is an On-Call Position for the President & CEO. Employees who work on-call are expected to be available at any time of day or night, sometimes with short notice, to carry out their working duties.

This includes managing the CEO’s calendars and occasionally traveling with him to and from meetings as well as trade shows and exhibits, initiating contact with appropriate people to maximize the CEO’s travel meeting schedule, building positive and effective working relationships with the Company administrative, technical and sales teams, managing and compilation and tracking of organizational projects and initiatives, using judgment and initiative to act in CEO’s absence, and providing administrative support as needed. This includes some accounting responsibilities, customer networking, sales forecast management, and HR management.

REQUIREMENTS Education and Experience:

Qualified applicants will have administrative curriculum and / or certification and 3+ years experience as an executive assistant or executive secretary, or a combination of education and experience providing equivalent knowledge.

Key Competencies:

• Knowledge of and skill in using application software in a Windows environment, including Word, Excel, PowerPoint, Outlook and ACT. Quick Books and Netsuite are a plus but not required.
• Ability to use proper grammar, spelling, punctuation, and sentence structure.
• Excellent verbal and written communication skills.
• Ability to build relationships across all levels of the organization, its customers, and with the board of directors.
• Ability to manage multiple demands through to timely completion.
• Ability to initiate contact throughout the organization at all levels to ask the right questions to gather needed information.
• Ability to use judgment and available information to make effective decisions.
• Highly organized and detail-oriented.

Responsibilities

• Act as the point of contact between the executive and internal/external clients
• Undertake the tasks of receiving calls, take messages and routing correspondence
• Handle requests and queries appropriately
• Maintain diary, arrange meetings and appointments and provide reminders
• Take dictation and minutes and accurately enter data
• Produce reports, presentations and briefs
• Manage documentation and existing custom filing system as well as cloud storage filing system

• Coordinate daily calendars for 3 of the CEO's areas of responsibility
• Accompany CEO to appointments and events and sometimes drive
• Create regular reports and update internal databases
• Manage phone calls and emails create meeting agenda and assign and distribute action items
• Facilitate internal communication (distribute information and schedule presentations)
• Suggest more efficient ways to run the office and troubleshoot delays and or stops in workflows
• Review and recommend changes to our company policies

Requirements

• Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
• Full comprehension of office management systems and procedures and willingness to carry them out
• Excellent knowledge of MS Office
• Proficiency in English
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• High level verbal and written communications skills
• Discretion and confidentiality
• College degree or equivalent
• Qualifications as personal assistant would be considered an advantage

• Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar high advantage
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers, copiers, scanners, and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company, staff and personal information
• Excellent organizational skills with an ability to think proactively and prioritize work

Benefits

Benefits: The current health plan is supplied per company policy ( 50/50), and discussion about life and or disability possible

Eligibility for other benefits, including the 401(k) will generally take place per company policy.

Car Allowance may be provided under circumstances ( if asked to use Personal Vehicle for travel)

Expenses: some moving or other transition expenses may be offered by the company

Vacation and Personal Time Off are combined as PTO: Vacation is accrued per pay period, which is equivalent to two weeks of paid time off on an annual basis or as negotiated upon offer.

Phone/Travel Allowance: Normal and reasonable expenses will be reimbursed for approved expenses on a monthly basis per company policy and upon completion of the appropriate expense request form.