Executive Assistant

Guntert & Zimmerman Const Div Inc; Ripon (CA); On-site; USD 28,000 - 55,000; Full time

Job summary

Guntert & Zimmerman is seeking an experienced Executive Assistant to provide confidential, high-trust support to the Owner/CEO in our Ripon, CA facility. The role emphasizes discretion, calendar management, travel planning, document preparation, and coordination across departments.

Strong writing, proofreading, and organizational skills are essential for success in a fast-paced manufacturing environment. You'll interact with customers, vendors and executives, manage sensitive information, and

Qualifications

• Exceptional integrity, discretion and ability to maintain confidentiality.
• Strong organizational skills and meticulous attention to detail.
• Excellent written and verbal communication skills.
• Strong proofreading and document-preparation abilities.

Responsibilities

• Provide direct administrative and organizational support to the Owner/CEO and other executives.
• Monitor, prioritize and respond to executive email and correspondence as authorized.
• Maintain executive calendars, coordinate meetings and manage appointments.
• Coordinate domestic and international travel for executives and personnel.
• Prepare, proofread, edit and organize company correspondence, quotations and contracts.
• Maintain confidential company records and sensitive documents securely.
• Organize meetings and executive visits with conference-room prep and meals.

Skills

Executive support

Calendar management

Notetaking

Travel coordination

Education

Bachelor's degree preferred

Tools

Microsoft Office

Adobe PDF

Job description

About the Organization Guntert & Zimmerman (G&Z) is a global heavy-duty concrete road construction equipment manufacturer. G&Z pioneered and introduced the first concrete highway and airport slipform paving equipment to the industry in 1956. This pioneering spirit has continued since then. Today, G&Z designs, engineers, and manufacturers a full range of concrete slipform pavers from our Ripon, California facility for multiple applications. We excel at what we do, and we are proud to be a premium & high-quality equipment manufacturer in the US and to serve a global market.

At G&Z, we know that the key to success is our people, our strongest asset. We work hard to create diverse, inclusive teams that support our business in our production facility, when dealing with end-users, in transactions and sales, and constantly when collaborating. We're committed to creating a workplace where everyone feels like they belong. Whether you're a student, a new grad, or an experienced professional, G&Z has the right opportunity for you. You will never stop learning here, and we will learn with you along the way.

Description

Position Summary

Guntert & Zimmerman is a privately held manufacturer of specialized construction equipment headquartered in Ripon, California, serving customers throughout the United States and worldwide.

We are seeking an experienced, highly dependable and trustworthy Executive Assistant to provide direct support to the Owner/CEO and administrative support to other company executives and department leaders as needed.

This is a high-trust position with access to confidential company and personal information. The successful candidate must demonstrate exceptional discretion, sound judgment, professionalism and integrity.

Responsibilities will vary depending on executive schedules, travel, customer requirements, company events and current business priorities. The ideal candidate will be organized, adaptable, self-directed and comfortable working with minimal supervision.

Reporting Relationship & Priorities

The Executive Assistant reports directly to the Owner/CEO. The position also provides support to other executives and department leaders; however, the Owner/CEO’s priorities take precedence when scheduling or coordinating competing requests.

Primary Responsibilities

• Provide direct administrative and organizational support to the Owner/CEO and other company executives.
• Monitor, prioritize and respond to executive email and correspondence as authorized, ensuring important matters are brought to the Owner/CEO’s attention promptly.
• Maintain executive calendars, coordinate meetings and help executives stay ahead of appointments, commitments and important deadlines.
• Anticipate upcoming requirements and follow up with executives and departments to help ensure commitments, payments, projects and other time-sensitive matters are completed.
• Coordinate domestic and international travel for executives and company personnel, including airline reservations, hotels, ground transportation and related arrangements.
• Prepare, proofread, edit and organize company correspondence, quotations, technical specifications, presentations, contracts, NDAs and other business and legal documents.
• Maintain a high level of accuracy when working with technical, contractual, financial and confidential information.
• Organize meetings and executive visits, including conference-room preparation and arrangements for meals or refreshments when appropriate.
• Receive and assist customers, vendors and other business visitors in a professional manner.
• Assist in assembling quotations, sales contracts, engineering drawings and supporting documentation into formal customer contract packages.
• Prepare and maintain corporate records, meeting minutes and other documents associated with company entities and affiliated LLCs, corporations and partnerships.
• Assist in maintaining company patent records, patent documentation and applicable renewal or annuity deadlines in coordination with company executives and outside resources.
• Maintain confidential company records and other sensitive documents using secure electronic and physical filing systems.
• Organize confidential personal, financial, estate and administrative records for the Owner/CEO as requested.
• Collect and organize executive travel expenses and supporting documentation.
• Coordinate overnight shipments and business documents using FedEx, UPS, DHL and other services as required.
• Prepare executive presentations and other materials using text, photographs, graphics and supporting information.
• Provide administrative assistance to department managers and other company personnel when priorities and workload permit.

Additional Administrative Support

• Incoming telephone calls and executive messages.
• Company mail and overnight deliveries.
• Maintaining office and executive supplies.
• Updating telephone greetings and holiday messages.
• Maintaining organized executive office and filing areas.
• Occasional local errands, deliveries, banking or meeting-related needs thus must have a valid driver's license.
• Other administrative assignments requested by the Owner/CEO or executive team.

Position Requirements

Qualifications & Experience

• Exceptional integrity, discretion and ability to maintain confidentiality.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong proofreading and document-preparation abilities.
• The ability to exercise good judgment without requiring continuous direction.
• A proactive approach and an ability to anticipate executive and company needs.
• The ability to manage multiple priorities and respond appropriately when priorities change.
• Strong interpersonal skills and the ability to interact professionally with employees at all levels, customers, vendors and outside professional advisers.
• A team-oriented attitude and willingness to assist where needed.Strong proficiency with Microsoft Outlook, Word and Excel and experience working with Adobe PDF documents.
• Ideally should be a notary or willing to become a notary.
• Familiarity with electronic document management and traditional filing systems.

Shift Days

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Tags Executive Assistant; Secretary; Executive Support

PAY RANGE MIN $20 per hour

PAY RANGE MAX $40 per hour

This position is currently accepting applications.