Executive Administrative Assistant

Covia; Independence (OH); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Excellent Healthcare Benefits – Medical, Vision, Dental

401K with Company Matching

Paid Time Off + Paid Holidays

Disability Plans and Life / AD&D

Employee Assistance Program

Job summary

Covia is seeking an Executive Administrative Assistant to support its Executive Team in Independence, OH. The role provides comprehensive administrative support including calendar management, meeting coordination, and document preparation. The ideal candidate should possess strong organizational and communication skills.

Covia offers excellent healthcare benefits, 401K matching, and paid time off, aiming to support a diverse workforce committed to inclusion and respect.

Qualifications

• 5 years of experience in administrative support functions.
• Ability to manage sensitive and confidential information.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide comprehensive administrative support to the Executive Team.
• Prepare, edit, proofread correspondence and presentations.
• Assist with legal operations and document management.

Skills

Calendar management

Travel arrangements

Microsoft Office proficiency

Project management skills

Interpersonal skills

Communication skills

Attention to detail

Education

Associate's degree or equivalent work experience

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe Acrobat

Job description

Covia responsibly provides minerals solutions for a better tomorrow. As a leading provider of diversified minerals, our products support a variety of industrial markets, including glass, ceramics, coatings, metals, foundry, polymers, construction, water filtration, and sports and recreation. Long-standing relationships with a broad customer base enable Covia's market-inspired approach to innovation to enhance solutions and customer benefits. Underpinning these strengths is an unwavering commitment to safety and to sustainable development, further enhancing the value that Covia delivers to all its stakeholders.

Covia is looking for a dynamic Executive Administrative Assistant who will have a positive impact on its Independence, OH location. As an Executive Administrative Assistant you will provide high‑level administrative and operational support to the Executive Team, notably the Chief Operations Officer, Chief Legal and Administrative Officer, Chief Information Officer, their teams and other Executives as needed. This role requires exceptional professionalism, discretion, organizational skills and the ability to manage sensitive and confidential information. The ideal candidate is proactive, detail‑oriented, highly responsive, extraordinarily curious, technology‑embracing, appropriately ambitious and capable of managing competing priorities.

Key Accountabilities

• Provide comprehensive administrative support to the Executive Team including calendar management, meeting coordination, travel arrangements and expense reports.
• Coordinate and provide logistical support for leadership meetings, regional meetings and Board of Director related activities.
• Prioritize and manage complex schedule needs across multiple internal and external stakeholders.
• Prepare, edit, proofread correspondence, presentations, reports, agendas and other related business documents.
• Assist with legal operations, document management, contract routing and record retention processes.
• Coordinate execution of contracts, legal documents and signature workflows.
• Track deadlines, regulatory filings, litigation matters and compliance related activities as needed.
• Maintain contract databases, legal files, and document management systems.
• Support the budgeting process for each of the Executives.

Knowledge, Skills, and Abilities

• Strong organizational skills and ability to prioritize multiple tasks seamlessly with strong attention to detail.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and ability to learn other software tools.
• Demonstrated ability to design and edit high quality presentations and materials.
• Very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Strong project management skills.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Excellent judgment is essential.
• Ability to pivot and adjust to changing priorities.
• Willingness to provide occasional after‑hours support for urgent business matters or executive scheduling (meeting and travel) needs.

Competencies

• Prior executive support experience.
• Demonstrated ability to facilitate communication between team members to ensure efforts are aligned.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior Executives and all personnel.
• Ability to use logic and reasoning to work through problems and analyze information.
• Capable of making appropriate, informed decisions regarding priorities and available time.
• Ability to complete tasks and projects efficiently and creatively.
• Ability to react with appropriate levels of urgency to situations and events that require quick response time.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Openness to explore and earn new and larger areas of responsibility.

Minimum Qualifications

• Associate's degree required or equivalent work experience.
• 5 years of experience in administrative support functions.
• Bachelor's degree preferred.

Benefits

• Excellent Healthcare Benefits – Medical, Vision, Dental.
• 401K with Company Matching.
• Paid Time Off + Paid Holidays.
• Disability Plans and Life / AD&D.
• Employee Assistance Program.

At Covia, we strive for and support a diverse workforce as we firmly believe this lays the foundation of our success. Our compelling culture supports inclusion, individuality and respect within the workplace. We are committed to providing employment opportunities to the most qualified candidate based on work‑related factors and without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, gender expression, age, disability, or military service or reserve or veteran status.

The organization offers competitive salaries, advancement opportunities, and a full range of benefits.

An Equal Opportunity Employer.

Equal Opportunity Employer / Protected Veterans / Individuals with Disabilities. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.