Executive Assistant Job at Hodges Transportation Inc
The Nevada Automotive Test Center (NATC) is currently seeking talented candidates for an Executive Assistant at our Silver Springs, NV location.
Founded in 1957, the Nevada Automotive Test Center (NATC) is a privately owned, independent test, evaluation, design and engineering facility offering development and certification testing to customers worldwide. We have substantial international experience, which allows us to evaluate products intended for global markets knowledgeably and objectively. NATC has compiled an extensive database of worldwide operational and infrastructure conditions allowing accurate definition of user duty cycles and creation of test programs that are representative of service environments around the world. NATC is a leading innovator in translating real-world conditions into validated virtual proving ground simulation and virtual prototyping.
NATC?s location in the great basin of Nevada allows our team to access terrain that can represent 85% of the world within a 150 mile radius, providing an excellent test bed for off-road mobility. NATC?s operational area includes 1200 sq. miles of natural terrain, that when coupled with 6,200 acres of privately owned test courses, create an unparalleled testing area available to our engineers to innovate and solve our customer?s problems.
Position Summary:
The executive assistant provides high-level administrative support to company executives by coordinating department tasks, arranging conference calls, scheduling meetings for executives, receiving and assisting visitors, conducting research, preparing statistical and status reports, handling information requests and performing clerical functions such as preparing correspondence and meeting minutes.
Executive assistants provide a critical role in a business by assisting key company executives with scheduling, organization, clerical, and administrative tasks. An executive assistant helps the executive for whom they work with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the executive perform their job.
Essential Functions:
- Assists in preparing the executive for upcoming meetings by providing background information and reminders of roles and responsibilities/objectives of meetings.
- Assists in vetting program managers, and those seeking an audience with the executive, ensuring the meetings are setup properly and likely to meet the executive?s expectations.
- Proactively anticipate schedule conflicts and notifies executive of issue requiring prioritization.
- Perform executive office duties:
- Represents the executive by attending meetings in the executive?s absence; speaking for the executive as directed.
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive?s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Determines whether they should be given access to specific individuals.
- Escorts guests when necessary on foot or by vehicle around the various facilities.
- Reserves and prepares conference rooms in advance of scheduled internal meetings or customer visits and facilitates meetings when required.
- Maintains executive?s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Open, sort and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
- Records, types and distributes meeting minutes and action items.
- Maintains customer confidence and protects operations by keeping information confidential.
- Secures information by completing database backups and maintains records in the management database system.
Competencies:
- Proficiently and consistently exercise discretion and sound judgment, with the ability to make independent decisions when necessary.
- Communication Proficiency: Must possess excellent written and verbal communication skills, expressing ideas clearly and actively listening to thoughts and idea of others.
- Consistently demonstrate excellent organizational and time management skills.
- Collaboration Skills: Exhibit a team effort attitude and exceptional ability to work in a professional manner with employees, customers and guests. Actively coordinate with other executive assistants and assist coworkers in efficiently accomplishing their tasks.
- Personal Effectiveness/Credibility: Must be able to maintain high level of confidentiality.
- Technical Capacity: Must be proficient in Microsoft Office Suite and able to consistently generate accurate reports and documents.
- Stress Management/Composure: Must be flexible and able to handle multiple priorities, with the ability to adjust to high pressure and frequently changing business activities.
- Persistent and diligent in follow-up on action items.
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