Executive Assistant chez Block Imaging Parts & Service, LLC

Description

Job Description Summary

Provide high level administrative support to executive leadership handling all administrative detail, scheduling and coordinating appointments and meetings and maintaining the leader’s schedule. Handle interactions with members of senior staff; arranging meetings and appointments and handling confidential matters with diplomacy and discretion. Handle assigned projects including research and the preparation of reports. Perform a wide variety of administrative tasks as needed. 

Essential Functions & Job Duties

• Handle all administrative matters for the President’s office, including incoming mail, faxes and memos and routine correspondence.
• Manage and maintain the leaders schedule, calendar and appointments.
• Represent the leader in certain meetings when needed.
• Communicate the expectations of the leader to others as needed.
• Prepare and make arrangements for assigned executive and all team meetings.
• Make travel arrangements including purchasing tickets, arranging accommodation, and scheduling meetings. 
• Handle special projects as assigned. These will vary in length, expectation and sometimes contain a steep learning curve. (These projects could be related to legal aspects of the business as well as support to business growth and development.)
• Prepare reports and conduct research as assigned, including financial/sales reports.
• Serve as a point of contact for assigned leader and other members of the team, ensuring smooth communication, providing feedback and maintaining confidentiality as required.
• Assist the Management team with special projects as needed, providing feedback in the decision- making process as requested by the individual managers.
• Stay connected to the team members as possible, paying attention to needs and issues that may or may not be visible to the president or managers. Provide appropriate support to team members as needed and/or able. Informing assigned leader and Managers of situations needing further follow up.
• Help maintain consistent team culture, planning of events/farewells/celebrations as requested. 

Requirements

Role Competencies:

• Ability to set and meet goals, meet deadlines, and organize work to be completed in a timely manner.
• Mechanical aptitude and desire to solve problems using initiative and critical thinking skills.
• Ability to be flexible and resolve situations with confidence and mature leadership.
• Solution-oriented professional who treats others with dignity and respect. 
• Team player who will foster communication among teams and share success.
• Hold self to a high standard while ensuring projects are completed on time.
• Experience in delivering and demanding a high level of customer service. 
• Thorough knowledge of safety regulations
• Exceptional written and verbal communication skills including listening.
• Proficient in Excel, Word, Outlook, keyboarding, and internet research
• Comply with Key Performance Indicators 

Cultural Fit:

Exhibit the Block Core Values of Growth, Integrity, Together, and Honor. Make choices that contribute to the development and reinforcement of the core values.

Education or Relevant Experience:

• Education: Associate's degree in business or equivalent experience.  
• Experience: One (1) year experience in medical imaging equipment business desirable

Skills Requirements:

• Communication: Active listening, effective oral and written, good telephone etiquette, discretion, ability to negotiate and excellent in customer relations
• Organizational: Strong prioritization skills, detail oriented, ability to quickly assess and manage administrative detail, flexible and ability to respond effective to change.
• Flexibility-able to change/adapt/find alternate arrangements in a fast-paced environment when decisions can be quickly made with far reaching impactions. 
• Personal Skills- Personable, friendly, diplomatic, decisive, and ability to be assertive when needed. 
• Computer Skills: Proficient in Excel, Word, Outlook, PowerPoint, keyboarding, and the internet. SAP experience is preferred. 
• Professionalism: a high level of tact, ability to maintain confidentiality
• Administrative: Basic knowledge of business and management principles.

Minimum Physical Expectations:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. If you have any questions, please contact Human Resources.

• Sitting or standing for long periods of time
• Physical activity that requires keyboarding, typing and reading on a computer, sitting, phone work and filing.
• Talking on the telephone and in person
• Physical activity that sometimes involves lifting over 25 lbs. but not more than 50 lbs.

Environmental Expectations:

• Physical activity that sometimes requires exposure to loud noises that do not require ear plugs.
• Physical activity that often requires exposure to machinery.
• Physical activity that sometimes requires exposure to hazardous materials (MSDS available).

Block Imaging Parts & Service is an Equal Opportunity Employer

The above job definition information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Job duties and responsibilities are subject to change based on changing business needs and conditions.