Executive Assistant

Barry-Wehmiller; Iowa (LA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Afinitas seeks an Executive Assistant to support the remote-based CEO and HQ executive team, coordinating communications, events and internal programs across functional groups.

You will manage calendars, plan activities, create newsletters, and ensure clear, timely communications while partnering with People and IT to leverage tools and branded content. Travel and onboarding support are also included.

Qualifications

• Associates Degree preferred in Business, Communications, Marketing, English or related field.
• Previous executive experience from a similar profession/corporate background.
• Ability to work with confidential materials and quickly build trust among key stakeholders.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and adapt to shifting priorities.
• Positive problem-solving attitude and a can-do mindset.
• Proficiency in MS Office, Teams and SharePoint; strong PowerPoint/Canva skills.
• Authorized to work in the United States without sponsorship.

Responsibilities

• Manage the Chief Executive Officer's calendar and executive planning.
• Plan and coordinate internal and external events for the leadership team.
• Create, translate, and distribute the company newsletter; develop content on culture and People & Culture initiatives.
• Draft clear, concise communications and collateral aligned with company tone.
• Coordinate travel (domestic and international) for the CEO when needed.
• Assist in onboarding new team members at the St. Louis office.
• Ship documents and marketing materials as required; support HQ needs.
• Collaborate with other Executive/Administrative Assistants on projects.

Skills

Executive experience

Organizational skills

Attention to detail

MS Office

PowerPoint/Canva

Education

Associates Degree in Business, Communications, Marketing, English or other related field, preferred

Tools

MS Office Suite

Microsoft Teams

SharePoint

Job description

About Us:

Afinitas, headquartered in St. Louis, Missouri, is a global leader in equipment, forming systems, and essential accessory products that support transportation, water, and utility precast concrete infrastructure worldwide. We provide industry-leading production equipment; highly engineered formwork; and a broad portfolio of precast concrete, electrical, and construction accessories, along with structural products and systems designed for bridge, highway, and heavy construction applications. Afinitas is part of BW Forsyth Partners, LLC, the investment group of global manufacturing and engineering consulting firm Barry-Wehmiller, a $3 billion organization with nearly 12,000 team members, united by a common belief: to use the power of business to build a better world.

Job Description:

JOB SUMMARY

The Executive Assistant will support the needs of a remote based CEO and the HQ executive team, working closely with various functional teams on internal communication development and deployment, industry and company event coordination and execution, and other internal program support.

ESSENTIAL FUNCTIONS & RESPONSIBLITIES

• Calendar management for Chief Executive Officer, including maintaining an executive calendar of core business planning and industry events
• Plan and coordinate key internal and external events for executive leadership team (i.e. customer trips, offsite executive meetings, holiday parties, business update meetings, team building activities)
• Manage the monthly creation, translation and distribution of the company newsletter; source stories and develop creative content to illustrate and bring to life company culture and values, along with highlighting People and Culture efforts
• Ensure the development of clear, concise, and error-free communications and collateral with an understanding of employee needs and company/culture tone of voice
• Partner with People and IT teams to ensure Brite Sign technology is utilized as a tool to provide branded and timely dissemination of internal communication, creating templates for site focused content and acting as corporate administrator of the software.
• Manage internal branding program through development, procurement, distribution, and financial tracking of branded collateral
• Centralize the planning and coordination of Afinitas service and recognition programs to create a highly organized and culturally aligned experience
• Schedule, book, and coordinate domestic and international travel (including flights, ground transportation, hotels) for Chief Executive Officer, if requested
• Welcome candidates, customers and guests, providing a warm, red-carpet experience
• Assist in onboarding new team members in the St. Louis office
• Ship (FedEx, UPS) various documents, collateral, marketing materials, IT equipment to support CEO and HQ office needs
• Field calls and forward requests to appropriate team members where necessary
• Work closely with other Executive and Administrative Assistants within the organization on collaborative projects
• Maintain awareness of written/visual communication best practices and ensure development of skillset to implement them when appropriate

Note: the duties and responsibilities described above are not exhaustive and additional assignments, duties, or responsibilities may be required with this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Afinitas in its sole discretion.

QUALIFICATIONS

• Associates Degree in Business, Communications, Marketing, English or other related field, preferred
• Previous executive experience from a similar profession/corporate background
• Ability to work with confidential materials and quickly build trust among key stakeholders
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks simultaneously and adapt to shifting priorities
• Positive mindset with a problem solver “can-do” attitude
• High level of proficiency in MS Office Suite (Outlook, Word, Excel), in addition to Microsoft Teams and SharePoint
• Strong skills with visual tools like Power Point and/or Canva
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future

WORK ENVIRONMENT

• This is an office position that spends time in manufacturing facilities. The employee must be able to correctly wear and use any Personal Protective Equipment (PPE) required by the employer when in the manufacturing area.
• This role requires the ability to lift and move items up to 30 lbs, pack and ship materials, count inventory, stand and walk for long periods of time (up to 10 hours a day during events)

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work—therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process.

Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify.Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.

Company:

Afinitas