Executive Assistant

Knowlton Technologies; City of Watertown (NY); On-site; USD 55,000 - 90,000; Full time

Job summary

Knowlton Technologies in Watertown, NY, seeks an Executive Assistant to provide confidential administrative support to the General Manager, including calendar management, travel coordination, and meeting preparation. The role may also support other senior staff, manage NDA/LTA/JDA contracts tracking, and handle on-site office operations; domestic or international events may be involved.

This on-site position requires strong communication, organization, and discretion, with experience in

Qualifications

• High school diploma required; bachelor's degree preferred.
• Minimum four years of related experience.
• Excellent verbal and written communication required.
• Strong organizational and time-management abilities.
• Proven discretion handling confidential information.

Responsibilities

• Manage the General Manager's calendar and meetings.
• Coordinate travel and accommodations for leadership.
• Prepare agendas and meeting materials.
• Attend off-site events and take notes.
• Handle confidential information with discretion.
• Administer NDAs and other agreements; track renewals.
• Assist with basic bookkeeping and office supplies.
• Provide backup receptionist duties.
• On-site work at Watertown, NY.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Discretion and records

Typing 50 wpm

MS Office Proficiency

Education

High school diploma

Bachelor's degree in Business Administration

Job description

JOB SUMMARY:

The Executive Assistant provides confidential administrative and business support to the General Manager, including calendar and meeting management, travel coordination, customer-visit preparation and documentation, and support at designated offsite business events. At the General Manager's direction, the role may also provide limited personal calendar and appointment-scheduling support. The position may support other senior or site staff as assigned, with priorities established by the General Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages the General Manager's business calendar, coordinates meeting requests and resolves scheduling conflicts, prepares agendas and materials, and flags competing priorities or important deadlines. Provides limited personal scheduling support at the General Manager's direction.
• Attends designated off-site business events, customer meetings and site visits with the General Manager which may be domestic or international. Coordinates logistics, takes dictation and meeting notes during key customer visits, and prepares accurate summaries and action items for review and follow-up. Distributes notes only as authorized.
• Handles confidential company, customer and personal information with discretion and follows applicable records-retention and information-security practices. Exercises sound judgment in screening requests and knows when to escape sensitive or time-critical matters.
• Supports administration of NDAs, LTAs, JDAs, and other assigned agreements by entering key information into designated tracking systems, maintaining executed agreements in approved repositories in accordance with company record-retention requirements, monitoring expiration and renewal dates, and alerting the appropriate business owners and Legal or Contract Management in advance. Coordinates required information, approvals, signatures, and renewal follow-up with authorized stakeholders; does not independently interpret, amend, approve, or commit the company to contractual terms.
• Arranges travel and accommodations for leadership staff and visitors as requested.
• Receives communications on behalf of senior staff, assesses priority, and summarizes or routes items to the appropriate people for follow-up.
• Coordinates office supply orders and supports routine bookkeeping in accordance with established procedures.
• Performs backup receptionist duties as assigned
• This position is required to work on site.
• Supports the Site Manager and staff with administrative procedures and projects, including coordinating and organizing meetings to meet site and administrative needs.

QUALITY:

• Supports, maintains and continually improves Knowlton Technologies, LLC Quality Management System in accordance with requirements of the ISO9001 & IATF 16949 International Standards. The employee has the role and responsibility to follow the work instructions and Current Best Practices that support the KT Value Stream Maps.

QUALIFICATION REQUIREMENTS:

To perform this job successfully the incumbent must accomplish each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• At least four years of related experience required.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

COMPUTER LITERACY:

Develop the skills necessary to operate computer hardware/software for the purpose of generating or retrieving information required in the performance of job responsibilities.

LANGUAGE SKILLS:

Ability to read and interpret financial reports, respond professionally to routine inquiries and complaints from regulatory agencies, business contacts, and employees, and clearly present information to senior management.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools or controls and talk or hear. The employee is occasionally required to stand, walk, sit, and reach with hands and arms.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee must report to work on-site in Watertown, NY. Since the facility is located on multiple levels, the employee must possess the ability to climb stairs on a routine basis.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The employee primarily works in an office environment and may occasionally enter operational areas. Conditions and noise levels may vary in these areas, and the employee is expected to follow applicable site safety requirements and use required personal protective equipment.

EEO Statement

Knowlton Technologies is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), national origin, age, disability, marital status, sexual orientation, gender identity, gender expression, military or veteran status, citizenship status, predisposing genetic characteristics, arrest or conviction record, or any other status protected by applicable federal, state, or local law.

Knowlton Technologies, LLC, a Division of Eastman Chemical Company is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or any other characteristics protected by law. Eastman is committed to creating a powerfully diverse workforce and a broadly inclusive workplace, where everyone can contribute to their fullest potential each day.

A notice describing Federal laws that require EEO can be viewed via the following links:

Pay Transparency

EEO is the Law

EEO is the Law (audio)

EEO is the Law Poster Supplement

Knowlton Technologies, LLC, a Division of Eastman is committed to providing access to and reasonable accommodation for its services, programs, and employment for individuals with disabilities. For questions about this site and our accessibility efforts, contact us at: 800.327.8626, X-2312 or send an email.