Executive Assistant

ROCKET RACK®; Gilmer (TX); On-site; USD 52,000 - 75,000; Full time

Job summary

ROCKET RACK® is seeking an experienced executive assistant to act as a liaison between the Executive Management team, sales, vendors and other divisions. The role requires discretion, strategic thinking and a proactive approach to support top leadership.

The successful candidate will coordinate travel, manage budgets, calendar commitments and confidential communications while ensuring alignment with corporate policies and ISO standards.

Qualifications

• High School Diploma or GED mandatory.
• Experience in a high-paced professional office environment.
• Experience coordinating travel and meeting requirements.
• Experience record-keeping, travel and budget expense management.
• Exceptional organizational, verbal and written communication skills.

Responsibilities

• Represent the Executive Management team within the plant and with external stakeholders.
• Convey directives, management philosophies and policies from Executives to the organization.
• Exercise independent discretion to identify urgency and priorities for the Executive Management team.
• Lead to prevent decision-making bottlenecks and facilitate ongoing operations.
• Manage executives’ schedules, calendars and travel plans for maximum effectiveness.
• Handle confidential materials and communications across management levels.
• Serve as interface between Corporate, CFO/CEO and division leadership on related matters.
• Coordinate preliminary data gathering from incoming calls for the Executive Management team.
• Oversee division budget planning and travel expenses within approved limits.
• Authorize use of company credit cards for business purchases or travel.
• Ensure adherence to ISO processes, procedures, flowcharts and quality policy.
• Document department processes and train/cross-train relevant personnel.

Skills

Travel coordination

Budget management

Organizational skills

Verbal & Written communication

Education

High School Diploma or GED

Tools

Microsoft Office Proficient

Job description

Job Details

• Act as a point of support as well as serves as an extension of the Executive Management team. Acts as liaison between Executive Management and sales representatives, vendors, Associates and other Robroy businesses and divisions. Responsible for travel, budget and managing the Retreat. Perform and coordinate confidential administrative and secretarial duties to support Executive Management. Requires a broad knowledge of organizational operations and policies, a high degree of discretion, confidentiality and self-initiation through independent decision making.

Preferred Requirements

• Associates or Bachelor's Degree
• Experience in Senior Management Level Support Position
• Experience in a Manufacturing Environment

Required Education / Experience / Skills

• High School Diploma or GED Mandatory
• Experience in a High-Paced Professional Office Environment
• Experience Coordinating Travel and Meeting Requirements
• Experience Record-Keeping, Travel and Budget Expense Management
• Exceptional Organizational, Verbal & Written Communication Skills

Essential Duties And Responsibilities

• Represent the Executive Management team in dealing with all Level management and personnel within the plant and beyond with affiliated entities, external vendors and contacts on a wide variety of business matters, including marketing, sales, operations, personnel matters, etc.
• Accurately and consistently conveys the Executive Management teams directives, management philosophies and policies to extend the influence
• Consistently use independent discretion and sound judgement in a variety of functions by identifying urgency, priority, and know when the behalf of the Executive Management team at appropriate times
• Act in the Executive Management team's lead to prevent decision making bottlenecks and to facilitate ongoing operations.
• Manage the Executives’ business opportunities, schedules, calendar commitments for optimum effectiveness
• Wise handling of the flow of information to and from the Executive Management team and handles highly confidential materials and communication from all levels of management and functions
• Act as an interface between Corporate, CFO, CEO and Board related matters and the Division General Managers/Presidents and the Management team
• Responsible for coordinating all preliminary data gathering on all incoming calls received through the Executive Management team's office
• Responsible for managing, planning, and overseeing the Division's budget and keeping travel expenses within budgeted limitations for personnel
• Authorized to use a company credit card in order to carry out business purchases or travel related authorization
• Responsible for adherence and knowledge of all ISO processes, procedures, flowcharts, and quality policy
• All department processes and procedures documented and the appropriate individual(s) trained and cross-trained as necessary

Level Of Supervision

• Moderate Direction

Supervisor Responsibility

• None

Technical Skills

• Microsoft Office Proficient