EXECUTIVE ASSISTANT bei Sims Crane & Equipment

Job Summary: The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to ensure the CEO's office functions efficiently. This role acts as a strategic partner, managing priorities, streamlining communications, and enabling the CEO to focus on organizational leadership and business objectives. The ideal candidate is resourceful, detail-oriented, discreet, and able to anticipate needs in a fast-paced environment.

Essential Functions: 

• Provide high-level administrative, operational, and strategic support to the CEO.
• Manage and prioritize the CEO’s calendar, communications, and commitments to optimize time and focus.
• Serve as the primary liaison between the CEO and internal/external stakeholders, ensuring smooth information flow.
• Coordinate Board of Directors meetings, executive sessions, and other key leadership gatherings.
• Maintain confidentiality and discretion while representing the CEO’s office with professionalism.

Specific Duties and Authorities: 

• Calendar & Communication Management: Schedule, reschedule, and confirm appointments, prepare agendas, and manage correspondence on behalf of the CEO.
• Board & Leadership Support: Prepare meeting materials, compile reports, track action items, and follow up to ensure timely completion.
• Project Coordination: Monitor and support strategic initiatives; conduct research and provide executive summaries to aid decision-making.
• Travel & Event Planning: Arrange domestic and international travel, develop itineraries, and manage logistics for events and offsites.
• Document & Presentation Preparation: Draft, proofread, and edit presentations, reports, and communications to ensure accuracy and impact.
• Confidential Records Management: Maintain files, documents, and data in compliance with company policies and security standards.

Competencies: 

Teamwork – Works with and helps others to accomplish objectives. 

• Participates willingly and effectively on team assignments and projects. 
• Identifies areas of personal expertise and seeks out opportunities to lend expertise to working groups to maximize outcomes. 
• Solicits input from team members. 
• Fosters a working atmosphere conducive to collaborative efforts. 
• Listens to constructive feedback and incorporates suggestions to achieve collective objectives. 

Accountability – Assumes responsibility for successfully accomplishing work objectives and delivering business results, setting high standards of performance for self and others. 

• Demonstrates and understanding of the link between one's own job responsibilities and overall organizational goals and needs. 
• Accepts responsibility for positive and negative outcomes of work. 
• Clearly communicates parameters of delegated responsibility, including decision-making authority and required actions or deadlines. 
• Helps and supports fellow employees in their work to contribute to overall organization success. 
• Focuses and guides others in achieving business results. 
• Looks beyond the requirements of one's own job to offer suggestions for improvements of overall organization operations. 
• Takes personal ownership in the organization's success. 
• Make informed, timely and effective decisions, distinguishing between relevant and irrelevant information, and consulting others, when appropriate. 

Communication – Delivers clear, effective communication and takes responsibility for understanding others.  

• Organizes, expresses, and communicates ideas clearly in writing. 
• Ensures that regular communication occurs based on the needs of the work, the individual, management or the situation. 
• Uses analogies, visuals, and other techniques to tailor communications to specific audiences. 
• Utilizes skill in presenting information, analysis, ideas and positions in a clear, succinct, accurate, convincing manner, as is appropriate with the audience.              
• Identifies and uses effective communication channels and methods (e.g., presentations, electronic dissemination, social media). 
• Clearly and effectively conveys information verbally. 
• Asks appropriate questions.  

Customer Service – Demonstrate a strong dedication to service by consistently meeting the needs of both internal and external customers, while taking personal responsibility for delivering high-quality results.  

• Establishes and maintains credibility with the public, customers, and co-workers. 
• Collaborates with customers to understand their needs, striving to not only meet but also surpass their expectations and requirements. 
• Conveys a positive attitude when interacting with customers and staff. 
• Identifies opportunities to improve customer service and satisfaction. 
• Engages the customer as a partner in delivering service. 
• Sees customer feedback as a valuable tool for enhancing performance and is proactive in identifying areas where service delivery can be improved.
• Understand customers and take a proactive approach to meeting their needs in an effective and timely manner. 
• Builds and maintains effective working relationships and partners with customers.  

Adaptability – Adapts quickly to change and easily considers new approaches.  

• Understand changes in work tasks, situations, and environment as well as the basis for change. 
• Persists towards solutions and goals in changing circumstances. 
• Acknowledges new information and adjusts responses accordingly. 
• Adjusts timelines, results and expectations appropriately to changing needs. 
• Overcome obstacles to achieve results. 
• Think and act effectively under pressure. 
• Identifies ways to incorporate new practices into existing framework. 
• Remains flexible and open to new ideas and encourages others to value change.  

Required Skills/Abilities: 

• Calendar & Communication Management: Schedule, reschedule, and confirm appointments, prepare agendas, and manage correspondence on behalf of the CEO.
• Board & Leadership Support: Prepare meeting materials, compile reports, track action items, and follow up to ensure timely completion.
• Project Coordination: Monitor and support strategic initiatives; conduct research and provide executive summaries to aid decision-making.
• Travel & Event Planning: Arrange domestic and international travel, develop itineraries, and manage logistics for events and offsites.
• Document & Presentation Preparation: Draft, proofread, and edit presentations, reports, and communications to ensure accuracy and impact.
• Confidential Records Management: Maintain files, documents, and data in compliance with company policies and security standards.

Minimum Requirements: 

• Minimum 5 years’ experience in an executive assistant role supporting a CEO or other C-Suite executive.
• Demonstrated ability to manage multiple priorities in a fast-paced, dynamic environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, and virtual collaboration tools (e.g. Teams).
• Proven track record of handling sensitive information with discretion and professionalism.

Educational, Certification & Training: 

• Associate's degree or Bachelor's degree in business administration, Communications, or a related field preferred.
• Formal training or certification in executive administrative support, project management, or business communications is a plus.

• Ongoing commitment to professional development in executive support best practices, technology tools, and organizational efficiency.

Physical Requirements: 

• Sims Crane & Equipment maintains a firm commitment to providing a safe and healthy work environment for its employees and quality services to its clients. Sims Crane & Equipment is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen. Must also submit to a post-offer / pre-employment background report & motor vehicle check. 
• Work is performed in a standard office environment with prolonged periods of sitting at a desk and working on a computer. Subject to standing, walking, bending, reaching, stooping, and lifting objects up to 25 pounds at times. 

Disclaimer: An employee must be able to perform the essential functions of the job, with or without reasonable accommodation.  

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.