Executive Administrative Assistant

Copeland LP; Town of Sidney (NY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental and vision coverage

401(k)

Paid parental leave

Vacation and holiday leave

Job summary

Copeland LP is seeking an Executive Administrative Assistant to provide high-level administrative support to executives and their teams. The role includes calendar management, travel planning, expense submission, meeting coordination, and preparation of materials for reviews.

The ideal candidate will have an AS degree with 5+ years of executive support experience, proficiency in Word, Outlook, Teams, PowerPoint, Excel, and SharePoint, and the ability to handle confidential information with

Qualifications

• AS degree and at least 5 years of administrative experience with executive leadership, or equivalent combination of education and experience
• Proficient in Microsoft Word, Outlook, Teams, PowerPoint, Excel, and SharePoint
• Excellent skills using advanced communication equipment for meetings
• Positive, can-do demeanor under stress
• Experience building relationships with executives
• Ability to handle confidential information with integrity
• Strong attention to detail and timely follow through
• Strong problem-solving skills and bias toward action
• Ability to work independently and in a team in a dynamic, agile environment
• Well-developed organizational, prioritization, multitasking and time management skills
• Clear and concise verbal and written communication with tact and professionalism

Responsibilities

• Performs calendar management, including scheduling meetings, travel, and expenses
• Coordinates meetings, department communications, and events
• Prepares materials and documents for meetings and periodic reviews
• Composes memos, transcribes notes, prepares reports, agendas, and presentations
• Answers phones and manages messages
• Maintains organizational charts and contact lists
• Responds to inquiries and follows up with other departments
• Manages breakrooms and stocks office supplies
• Coordinates cross-department activities

Skills

Executive support

Calendar management

Travel coordination

Meeting coordination

Expense reporting

Discretion

Communication

Multitasking

Team collaboration

Attention to detail

Education

AS degree in Administrative/Office Support

Tools

Microsoft Word

Outlook

Teams

PowerPoint

Excel

SharePoint

Job description

About Us We are a global climate technologies company engineered for sustainability. We create sustainable and efficient residential, commercial and industrial spaces through HVACR technologies. We protect temperature-sensitive goods throughout the cold chain. And we bring comfort to people globally. Best-in-class engineering, design and manufacturing combined with category-leading brands in compression, controls, software and monitoring solutions result in next-generation climate technology that is built for the needs of the world ahead. Whether you are a professional looking for a career change, an undergraduate student exploring your first opportunity, or recent graduate with an advanced degree, we have opportunities that will allow you to innovate, be challenged and make an impact. Join our team and start your journey today!

Description

Under limited supervision and acting on personal initiative, the Executive Administrative Assistant provides administrative support to functional executives and their teams.

• Performs calendar management, including scheduling meetings, managing travel, and submitting expenses, demonstrating resilience, and successfully handling last minute changes
• Organizes and coordinates meetings, department communications, and other events, including arranging meeting spaces, accommodations, meals, and technology
• Prepares materials and documents for meetings and periodic reviews
• Composes memos, transcribes notes, prepares reports, manuals, agendas, correspondence and researches and assists in the creation of presentations
• Answer phones, prioritize interruptions and take messages
• Maintains up-to-date organizational charts and contact lists
• Responds to inquiries and follows up with other departments to ensure that requests are carried out
• Manages employee breakrooms including ordering and stocking breakroom and office supplies
• Coordinates activities across departments

Required education, experiences & skills:

• AS degree and at least 5 years of administrative experience with executive leadership, or equivalent combination of education and experience
• Intermediate to expert knowledge and use of Microsoft Word, Outlook, Teams, PowerPoint, Excel, and SharePoint
• Excellent skills using advanced communication equipment, specifically in conference rooms and for meetings
• Positive, can-do demeanor even in stressful situations
• Experience building relationships and partnering with executives
• Ability to handle confidential information with integrity and exercise discretion
• Strong attention to detail and accuracy, with a high level of discipline and timely follow through
• Strong problem-solving skills, with a bias toward action and enabling the team to execute efficiently and effectively
• Ability to work independently and function as part of a team in a dynamic, agile work environment
• Well-developed organizational, prioritization, multitasking and time management skills
• Strong, clear, and concise verbal and written communication skills and ability to interact with all levels of internal and external contacts with tact and professionalism

Preferred education, experiences & skills:

• 10 years of administrative experience with executive leadership
• Oracle experience
• Ability to create well organized, visually pleasing, and creative PowerPoint presentations
• Experience organizing, facilitating, and executing large meetings or events with executive and senior customer stakeholders
• Ability to apply critical thought to business activities and develop recommendations

Why Work in the Greater Miami Valley Area

Our facility is located in Sidney, OH conveniently located within driving distance to several larger cities, such as Dayton, Troy, and Columbus. The area’s generally low costs of living, excellent school systems, and low crime rates create a family-friendly environment. The area is home to several growing communities with restaurants, festivals, shopping, and arts scenes that make them exciting places to live and work.

About our Location

The newly renovated Sidney campus has 1M square feet of manufacturing floor with an additional 120k square feet of leading-edge lab facilities. This location is the headquarters for the air conditioning and cold chain businesses. Through our 30 years of scroll compressor expertise, our air conditioning related products help bring comfort and convenience in commercial, industrial and residential spaces. The cold chain business helps ensure that food safely and efficiently travels from farm to fork. Approximately 1600 employees work in Sidney, who all support a multitude of business functions. With the blend of businesses and functions represented under this one roof, there are many opportunities for advancement within the Sidney location.

Collaboration First Hybrid Work Arrangements

This role is hybrid eligible with the requirement to be in office at least three days per week. Colleagues are expected to demonstrate a collaboration first mindset, which is the understanding that teams will work together in-person and colleagues should be flexible to adjust their hybrid days based on business needs. You will have an opportunity to work with your team and leader to determine when you should be in office to drive meaningful connections and to best serve our customers.

Our Commitment to Our People

Across the globe, we are united by a singular Purpose: Sustainability is no small ambition. That’s why everything we do is geared toward a sustainable future—for our generation and all those to come. Through groundbreaking innovations, HVACR technology and cold chain solutions, we are reducing carbon emissions and improving energy efficiency in spaces of all sizes, from residential to commercial to industrial. Our employees are our greatest strength. We believe that our culture of passion, openness, and collaboration empowers us to work toward the same goal - to make the world a better place. We invest in the end-to-end development of our people, beginning at onboarding and through senior leadership, so they can thrive personally and professionally.

Flexible and competitive benefits plans offer the right options to meet your individual/family needs:

• medical insurance plans, dental and vision coverage, 401(k) and more.
• paid parental leave, vacation and holiday leave.

We provide employees with flexible time off plans, including paid parental leave, vacation and holiday leave.

Our Commitment to Inclusion & Belonging

At Copeland, we cultivate a strong sense of inclusion and belonging where individuals of all backgrounds, and with diverse perspectives, are embraced and treated fairly to enable a stronger workforce. Our employee resource groups play an important role in culture and community building at Copeland.

Work Authorization

Copeland will only employ those who are legally authorized to work in the United States. This is not a position for which sponsorship will be provided. Individuals with temporary visas such as E, F-1 with OPT or CPT, H-1, H-2, L-1, B, J or TN, or who need sponsorship for work authorization now or in the future, are not eligible for hire.

Equal Opportunity Employer

Copeland is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment.

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With $5B of global revenue, Copeland is a leading provider of compression products, electronics, software, and solutions across many applications within Heating, Ventilation, Air Conditioning, and Refrigeration (HVACR), where macro and regulatory trends towards environmental sustainability, leads to changes in HVACR technology. Other products include other heating applications, food service and retail, transportation, and healthcare/life sciences. This new business also has a solution portfolio that manages, monitors, and controls refrigeration units in the commercial setting, as well as software solutions that measure and monitor temperature conditions of refrigerated goods in transit, where there is a greater emphasis on energy management/sustainability solutions globally.