Executive Assistant

This position is responsible for ensuring direct administrative support to the General Manager and Plant Management team. Relieves management of administrative details; gathers, compiles and reports information relevant to/for department; may manage several different and often conflicting projects or activities at one time.  This position is accountable for ensuring these plant and administrative duties are carried out in a professional and courteous manner with a strong emphasis on Customer Service to both employees and external clients. In addition, be highly organized with an ability to demonstrate keen attention to details, adaptability, resourcefulness, and efficiency.  Follow up in a timely manner, prioritize, and handle time-sensitive deadlines in a complex, fast-paced environment.

Duties and responsibilities: 

Ensures that administrative support to General Manager and direct reports (HR, QA, HSE, Production etc.) is provided. 

Attend various management staff meetings, record action items and publishing minutes 

Provide a bridge for smooth communication between the site management and internal departments and employees, demonstrating leadership to maintain credibility, trust, and support with management staff 

Coordinate interoffice communications in a clear and concise manner 

Manages day to day the filtering of email, calls, and inquiries, and taking detailed messages 

Partners with HSE and Site Maintenance Department on projects and ensuring security and processes are always held to the highest standard by following procedures and policies set forth by the site.

Assist with in-house and offsite meetings, conference room reservations, catering meals, special equipment needs, transportation and other related items 

Work with HR and the Front Desk Coordinator in the organization and execution of company or department events, fundraising, and employee engagement activities 

Actively manages the site Front Desk Coordinator(s) to execute on the day-to-day plant activities   

Back up to the Front Desk Coordinator(s) 

Contributes to team efforts by accomplishing related results as needed 

Other projects as assigned 

Travel as deemed necessary (local Off-site Meetings).  

Qualifications: 

Bachelor's Degree and/or equivalent work experience supporting site level management 

5-7 years experience supporting a site management team 

General management, admin, Public relations and legal background and experience is preferred 

English speaking, and Mandarin or Cantonese is strongly preferred but not required 

Knowledge, Skills, and Abilities: 

Excellent verbal and written communication skills 

Excellent interpersonal, negotiation, and conflict resolution skills 

Excellent organizational skills and attention to detail 

Excellent time management skills  

Strong analytical and problem-solving skills 

Must have strong people management skills and must have manager experience 

Ability to prioritize tasks and to delegate them when appropriate 

Ability to act with integrity, professionalism, and confidentiality 

Thorough knowledge of employment-related laws and regulations 

Proficient with Microsoft Office Suite or related software 

Proficiency and strong ability and experience to prepare reports in PowerPoint 

Working conditions: 

Typically works in an office environment 

Sitting for extended periods of time. Dexterity of hands and fingers to operate a computer keyboard and mouse 

Must be comfortable working in a fast-paced, rapidly changing environment 

May be required to work after hours and on weekends or holidays, not often 

Physical requirements:  

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

Must be able to lift 15 pounds at times 

Must be able to access and navigate each department at the organization's facilities