Executive Assistant at Atalco Gramercy Operations – GRAMERCY, Louisiana

The Executive Assistant provides high-level administrative support to executives by managing calendars, scheduling meetings, coordinating travel arrangements, and preparing reports. This role requires discretion, professionalism, and strong organizational skills to handle sensitive information and facilitate communication between departments. This position will also provide management of the operations of the administrative building and manage assigned projects. The ideal candidate must be comfortable with taking the initiative to independently produce results and interface with a wide range of staff. Must be comfortable and confident to work with senior leaders of the organization.

Essential Functions

1. Responsibilities include drafting correspondence, organizing events, maintaining records, and assisting with project management.

2. Administrative assistance and support for leadership team

a. Provide administrative support in the areas of managing calendars, expense reporting, and scheduling and coordinating travel.

b. Serve as document focal point and repository for leadership team.

c. Proactively initiates communications verbally and in writing across the organization on behalf of the leader/organization.

d. Utilizes the highest level of discretion and confidentiality.

e. Presentation creation and modification via PowerPoint and Excel.

f. Manages content for the Company website.

g. Assist with planning and executing on-site and offsite events. Also assist with agenda preparation, meeting minutes, and conference room set-up.

3. Manage the Office and Building

a. Coordinates the cleaning and orderliness of the office. Treats it like their own home.

b. Interfaces with 3rd party vendors who provide services to the building – copy machine reps, office supplies, etc.

c. Is comfortable enough to pick up a rag and clean a dirty window or conference table.

4. Completes assigned projects.

a. Participate as an active team member, working both independently and in cooperation with other team members to complete projects and assignments in a timely manner.

b. Competent in developing presentations in PPT or spreadsheets in excel for project content.

c. Independently gather information/data as project content and put into finished project.

Key Competencies

· Must have good balance of assertiveness and ability to receive and respond to coaching.

· Excellent interpersonal, influencing and communication skills required.

· Demonstrated track record of successful management of an office environment.

· Confident and willing to push back on others on behalf of senior leaders with internal clients/outside parties, as needed.

· Does whatever it takes to deliver results for the business.

· Self-motivated, resourceful, agile with the ability to work with little direction.

· Demonstrates a high level of strategic thinking and breadth of consideration.

· Is credible and influential with senior executives.

· High level of personal and business maturity with strong business acumen.

A minimum 5 years of experience in an Administrative Assistant role

· Strong skill set in Microsoft Office.

· Strong skills in developing presentations using Microsoft PowerPoint.

· Strong attention to detail.

· Experience with designing and creating reports.

· Able to work in a fast-paced environment and adjust priorities.

· Be proficient in computers to perform job tasks.

· Strong Interpersonal, Facilitative, and Organizational skills.

· Effectively interacts with multiple functions and diverse individuals to achieve goals.

· Demonstrates excellent decision-making skills, ability to prioritize appropriately.

· Effectively manages multiple competing priorities.

· Strong written and verbal communication skills.

· Strong reading comprehension and listening skills.

· Strong multi-tasking, problem solving and time management skills.

· Demonstrate leadership skills - inspire others and lead them through influence.

· Able to work independently with minimal supervision with in an empowered team environment.

· Strong work ethic.

Education
A BS in Communications, Management or related discipline is desired.

· A CAP (Certified Administrative Professional) or CAA (Certified Administrative Assistant) designation desired.

Work Environment

· Office environment

Physical Demands

· Prolonged periods of sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times.

Work Authorization

This role requires authorization to work in the United States. (Can specify if the company would sponsor H1-B for this role).