Executive Assistant

Oct 12, 2016
Oct 19, 2016
Employer Type
Direct Employer
Employment Type
Full Time
1. Location

This position is located in the Simsbury, CT facility. Little to no travel is required.

2. Purpose of Position

Reporting directly to the President, the Executive Assistant provides executive support in a one-on-one working relationship. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organization skills; and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position significantly impacts Veeder-Root and the interpersonal relations between and with the executive office and the associates of the company. The ability to make all office functions work and work flawlessly.

3. Key Responsibilities


* Completes a broad variety of administrative tasks for the President including: managing an extremely active calendar of meetings, completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

* Plans, coordinates and ensures the President's schedule is followed and respected. Provides a "gatekeeper" and "gateway" role.

* Provides a bridge for smooth communication between the President's office and internal departments and OpCo's.

* Works closely and effectively with the President to keep him well informed of upcoming deadlines and responsibilities, following up appropriately.

* Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

* Lead events committee with the planning of corporate events.

* Flexibility to work overtime as situations demand.

* Other duties as assigned.

Senior Management Liaison

* Participates as an adjunct member of the Executive Team including the scheduling of meetings and attending meetings.

* Coordinating the agenda of senior management team meetings, staff meetings, off-sites, One-On-One's, Skip Levels, Town Halls and Quarterly All Associates' Meetings.

4. Relationships

* Reports to the President, Veeder-Root

* Key Relationships:

Internal Customers: All levels of the organization within Marketing, Sales, Engineering, Operations, Finance, Human Resources, IT, et al.

External Customers: End-Customers, Distributors, Vendors, et al.

5. Measures of Performance

* Meets all deadlines as indicated by President, Executive Staff and/or Corporate/Segment.

* Accurate maintenance of calendars, and quality of reviews on expense reporting.

* Providing consistent and timely feedback to inquiries from all levels of the internal and external organization.

* Anticipation of barriers to success and recommendations for solutions.

1. Background and Skills

* Minimum of an Associate's Degree required.

* Strong work tenure: five to ten years of experience supporting executive levels required.

* Previous experience working for a publicly traded company highly desired.

* Proficient in Microsoft Programs (Outlook, Word, Excel, PowerPoint, and SharePoint) required.

* Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail required.

* Excellent interpersonal and communication skills and the ability to build relationships with executive staff and associates at all levels required.

* Expert level written and verbal communication skills required.

* Demonstrated proactive approaches to problem-solving with strong decision-making capability.

* Emotional maturity.

* Highly resourceful team-player, with the ability to also be extremely effective independently.

* Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of professionalism.

* Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

* Forward looking thinker who actively seeks opportunities and proposes solutions.

* Knowledge of business operations and ethics.

* Strong problem solving and decision making skills.

2. Personal Trait Profile

Quality First: Plan & execute accurate, complete, timely and reliable work. Integrity never compromised.

Respect for People: Appreciates diversity in experience, heritage, education, organization level and gender. A high level of emotional maturity and experience at dealing with multiple levels in an organization.

Management by Fact: Gathers, analyzes and summarizes data to draw rational, fact-based conclusions.

Blameless: Seeks root-cause solutions and fixes processes rather than finding someone to blame.

Teamwork: Collaborative with customers, suppliers & associates at all levels towards mutual objectives. Ability to work as an individual contributor and as a team member in a fast-paced, multidisciplinary environment. Ability to work together toward a common goal in a team environment.

Sense of Urgency: High energy, bias for taking action. Spontaneously recognizes and resolves issues. Possesses sense of urgency regarding on time performance.

Customer Focus: Makes customers a primary focus, develops and sustains loyal, productive relationships.

Continuous Improvement: Develops and implements creative solutions to systems and processes.

Deliver Results: Driven to deliver short and long-term results. Maintains focus on what is most important. Willingness to do what it takes to achieve success. Confident in making commitments and decisions, take responsibility for actions. Self-motivated and high achiever.

Adapting to Change: Able to effectively adapt an environment of change, uncertainty, and ambiguity.

Intellect: Understands the conceptual, strategic, tactical and technical aspects of an issue. Technically capable of grasping new concepts quickly.

Innovative: Generates and implement creative solutions. Challenges current methods and seek alternatives.