Assistant, Executive (S)

Hollingsworth & Vose; East Walpole (MA); On-site; USD 72,000 - 88,000; Full time

Job summary

Hollingsworth & Vose seeks an experienced administrative professional to provide day-to-day support to commercial and strategy leaders in a fast-paced environment in the East Walpole area. You will help executives by organizing meetings, travel, and priorities, and by preparing presentations and reports.

You will manage complex calendars, process expenses, handle international travel documents, and coordinate company-wide events while maintaining discretion with sensitive information.

Qualifications

• Associates Degree from a secretarial school or equivalent work experience.
• 5 - 8 years in a corporate environment working for executive level staff.
• Advanced knowledge of Microsoft Office products required.
• Familiar with Oracle Enterprise Application.
• Experience with Salesforce preferred.
• Ability to organize workload and perform tasks effectively with minimal supervision.
• Ability to determine potential solutions to problems/issues and works to resolution.
• Strong attention to detail and follow up.
• Able to manage multiple projects simultaneously and work with competing priorities.
• Excellent interpersonal skills to handle sensitive and confidential situations and work with all levels of the organization.

Responsibilities

• Schedules and organizes activities such as meetings, travel, and department activities for business unit VP&GMs and all members of the commercial and strategy team.
• Collects and prepares information for use in discussions and meetings with Company shareholders, Board of Directors, executive staff members, and outside individuals.
• Prepares and designs presentations, special reports, general correspondence, memos, charts, tables, graphs, business plans, presentations and other similar documents from broad, conceptual themes.
• Organizes and prioritizes large volumes of information, mail, inquiries and phone calls. Resolves routine inquiries, determines appropriate level of priority, and escalates as necessary.
• Processes expense reports and payments.
• Obtains applicable travel authorizations and Visas required for international travel.
• Works independently and within a team on special and ongoing projects.
• Plans, coordinates, and executes company-wide and customer events.
• Tracks budget to actual expenses and reports variances.
• Types, edits, proofs and coordinates the preparation and distribution of all promotional materials such as Manuals, Technical handouts, advertising kits and bulletins.
• Coordinates the administration of literature for commercial or strategy programs.
• Manages and updates the department's internal data base of contacts including customer lists, press release mailing lists and listing of trade associations.
• Coordinate mailing of price changes, trade show invitations, customer announcements, brochures, samples and technical data sheets to customers, and respond to requests for information generated from website.
• Provides daily back up for personal and lunch breaks for Receptionists.

Skills

Microsoft Office

Interpersonal skills

Multitasking

Attention to detail

Communication

Education

Associates Degree

Tools

Oracle Enterprise Application

Salesforce

Job description

H&V is a global leader in filtration and energy storage solutions. Our advanced materials are used in nearly every industry and touch every aspect of modern life. Wherever you work, live or travel, chances are an H&V solution is close by, contributing to a cleaner, healthier, more sustainable world. H&V serves the world from 13 strategically located facilities. Our footprint in the Americas, Europe and Asia lets us meet the unique requirements of global and regional customers efficiently, accurately and cost effectively, while capturing supply chain efficiencies. These advantages help make H&V a valuable partner and a true worldwide leader. Our success comes from our ability to adapt, our values and the people of H&V. We act with integrity, and we treat customers, partners and each other with dignity and respect. We live these values every day and could not have prospered for more than 200 years without them.

Summary

Provides day to day administrative and project support to commercial and strategy professionals for multiple business units. Assumes responsibility for a wide variety of situations to increase the time available for Executive to carry out executive level duties and functions. Requires broad knowledge of organizational operations and policies, a high level of experience, discretion and technical skill and the ability to operate with great latitude for independent judgment and initiative.

Essential Functions And Responsibilities

• Schedules and organizes activities such as meetings, travel, and department activities for business unit VP&GMs and all members of the commercial and strategy team.
• Collects and prepares information for use in discussions and meetings with Company shareholders, Board of Directors, executive staff members, and outside individuals. Prepares and designs presentations, special reports, general correspondence, memos, charts, tables, graphs, business plans, presentations and other similar documents from broad, conceptual themes. Organizes and prioritizes large volumes of information, mail, inquiries and phone calls. Resolves routine inquiries, determines appropriate level of priority, and escalates as necessary.
• Processes expense reports and payments.
• Obtains applicable travel authorizations and Visas required for international travel.
• Works independently and within a team on special and ongoing projects.
• Plans, coordinates, and executes company-wide and customer events.
• Tracks budget to actual expenses and reports variances.
• Types, edits, proofs and coordinates the preparation and distribution of all promotional materials such as Manuals, Technical handouts, advertising kits and bulletins.
• Coordinates the administration of literature for commercial or strategy programs.
• Manages and updates the department's internal data base of contacts including customer lists, press release mailing lists and listing of trade associations.
• Coordinate mailing of price changes, trade show invitations, customer announcements, brochures, samples and technical data sheets to customers, and respond to requests for information generated from website.
• Provides daily back up for personal and lunch breaks for Receptionists.

Education And Experience

• Associates Degree from a secretarial school or equivalent work experience.
• 5 - 8 years in a corporate environment working for executive level staff.
• Advanced knowledge of Microsoft Office products required.
• Familiar with Oracle Enterprise Application.
• Experience with Salesforce preferred.
• Ability to organize workload and perform tasks effectively with minimal supervision.
• Ability to determine potential solutions to problems/issues and works to resolution.
• Strong attention to detail and follow up.
• Able to manage multiple projects simultaneously and work with competing priorities.
• Excellent interpersonal skills to handle sensitive and confidential situations and work with all levels of the organization.

Hollingsworth & Vose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.

Salary starting at $80,000

Hollingsworth & Vose is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.