Executive Assistant

Hodges Transportation Inc; Silver Springs (NV); On-site; USD 55,000 - 65,000; Full time

Job summary

NATC/Hodges Transportation, Inc. is seeking an experienced Executive Assistant to support the executive team at our Silver Springs, Nevada location.

You will manage calendars, prepare meeting materials, coordinate travel, and handle confidential information with discretion. The role requires strong organization, excellent communication, and the ability to vet requests, draft correspondence, and maintain accurate records in a fast-paced environment.

Qualifications

• Bachelor's degree or higher with 2+ years of EA/AA experience, or equivalent combinations.
• Must have, or be able to obtain, a Nevada Driver’s License (Class C).
• Experience supporting executive leadership and handling confidential information with discretion.
• Proven ability to manage schedules, travel, and front desk duties in a fast-paced environment.

Responsibilities

• Manage executive calendars and travel arrangements.
• Prepare meeting materials and minutes.
• Screen and vet requests for executive time and meetings.
• Draft correspondence and maintain information flow.
• Greet visitors and support front desk duties as needed.

Skills

Discretion & judgment

Communication proficiency

Organizational skills

Team collaboration

Confidentiality

Microsoft Office proficiency

Stress management

Education

Bachelor's degree in Business/Communications/Government & International Politics/Political Science or related field

Associate's degree in related field

High school diploma or GED

Tools

Microsoft Office Suite

Job description

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.

Category Administration

Description

The Nevada Automotive Test Center (NATC) is currently seeking talented candidates for an Executive Assistant at our Silver Springs, NV location.

Founded in 1957, the Nevada Automotive Test Center (NATC) is a privately owned, independent test, evaluation, design and engineering facility offering development and testing to customers worldwide. We have substantial international experience, which allows us to evaluate products intended for global markets knowledgeably and objectively. NATC has compiled an extensive database of worldwide operational and infrastructure conditions allowing accurate definition of user duty cycles and creation of test programs that are representative of service environments around the world. NATC is a leading innovator in translating real-world conditions into validated virtual proving ground simulation and virtual prototyping.

NATC's location in the great basin of Nevada allows our team to access terrain that can represent 85% of the world within a 150-mile radius, providing an excellent test bed for off-road mobility. NATC's operational area includes 1200 sq. miles of natural terrain, that when coupled with 6,200 acres of privately owned test courses, create an unparalleled testing area available to our engineers to innovate and solve our customer's problems.

POSITION SUMMARY

The Executive Assistant supports the executive by managing schedules, preparing meeting materials, and anticipating priorities. Screens and coordinates requests for executive time, ensuring meetings are properly vetted and organized. Represents the executive in meetings when delegated and handles a range of office duties including drafting correspondence, producing documents, and managing information flow.

Maintains calendars, arranges travel, prepares conference rooms, and greets and directs visitors. Reviews, routes, and prioritizes incoming communications. Records and distributes meeting minutes and action items. Protects confidential information and maintains accurate records and database backups.

ESSENTIAL FUNCTIONS

• Assists in preparing the executive for upcoming meetings by providing background information and reminders of roles and responsibilities/objectives of meetings.
• Assists in vetting program managers, and those seeking an audience with the executive, ensuring the meetings are setup properly and likely to meet the executive's expectations.
• Proactively anticipate schedule conflicts and notifies executive of issue requiring prioritization.
• Perform executive office duties:
  • Represents the executive by attending meetings in the executive's absence; speaking for the executive as directed.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Determines whether they should be given access to specific individuals.
  • Escorts guests, when necessary, on foot or by vehicle around the various facilities.
• Reserves and prepares conference rooms in advance of scheduled internal meetings or customer visits and facilitates meetings when required.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Open, sort and distribute incoming correspondence, including faxes and email. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Records, types and distributes meeting minutes and action items.
• Maintains customer confidence and protects operations by keeping information confidential.
• Secures information by completing database backups and maintains records in the management database system.
• Supports front desk duties, as needed.

Competencies

• Proficiently and consistently exercise discretion and sound judgment, with the ability to make independent decisions when necessary.
• Communication Proficiency: Must possess excellent written and verbal communication skills, expressing ideas clearly and actively listening to thoughts and idea of others.
• Consistently demonstrate excellent organizational and time management skills.
• Collaboration Skills: Exhibit a team effort attitude and exceptional ability to work in a professional manner with employees, customers and guests. Actively coordinate with other executive assistants and assist coworkers in efficiently accomplishing their tasks.
• Personal Effectiveness/ Credibility: Must be able to maintain high level of confidentiality.
• Technical Capacity: Must be proficient in Microsoft Office Suite and able to consistently generate accurate reports and documents.
• Stress Management/Composure: Must be flexible and able to handle multiple priorities, with the ability to adjust to high pressure and frequently changing business activities.
• Persistent and diligent in follow-up on action items.

Pay

$55,000 - $65,000

Position Requirements

MINIMUM QUALIFICATIONS

• Bachelor's degree in Business, Communications, Government & International Politics, Political Science, or a related field, and two (2) years of Executive Assistant or Administrative Assistant experience; or
• Associate's degree in one of the above fields, and four (4) years of Executive Assistant or Administrative Assistant experience; or
• High school diploma or GED, and six (6) years of progressively responsible Executive Assistant or Administrative Assistant experience.
• Must have, or able to obtain, a current and valid Nevada Driver’s License to operate a class C vehicle.
• Experience supporting executive-level leadership, with the ability to anticipate needs, exercise sound judgment, manage confidential information, and provide exceptional administrative and operational support in a fast-paced environment.

PREFERRED QUALIFICATIONS

• Technical or editorial experience.
• Prior experience working with small business owners.
• Prior experience working with military or Government entities.

Work Environment

Work is performed on-site in Silver Springs, Nevada, in a professional office environment. This position regularly requires the use of standard office equipment, including computers, telephones, printers, photocopiers, and filing systems. While performing the duties of this role, employees may occasionally enter shop or testing environments where they could be exposed to dust, odors, oil, fumes, and elevated noise levels. Appropriate safety procedures and personal protective equipment (PPE), when required, must be followed in these areas. This position also requires walking on uneven ground and climbing stairs.

Travel

Overnight travel is not expected for this position. However, occasional local day travel may be required to attend meetings, training sessions, company events, or conduct business-related activities.

Job Description and Employment Statement

This job description is intended to outline the general nature of work and is not exhaustive; duties may be added, modified, or removed as business needs require. Employees are responsible for performing their duties safely and in accordance with company policies, procedures, and quality standards. Reasonable accommodations will be provided to qualified individuals with disabilities; please notify Human Resources if accommodations are needed. NATC/Hodges Transportation, Inc. is an Equal Opportunity Employer and maintains an Affidative Action Program. All employment decisions are based on qualifications, merit, and business needs, without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other status protected by law. Employment is at-will; either the employee or the Company may terminate employment at any time, with or without cause or notice.

Full-Time/Part-Time Full-Time

Shift Days

Position Executive Assistant

Exempt/Non-Exempt Exempt

Location NATC - Silver Springs - Nevada

This position is currently accepting applications.