Strategic Executive Assistant to the CEO

Baldwin Supply Company; Minnesota; On-site; USD 85,000 - 125,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Health insurance

Vision insurance

Paid Holidays

Paid Vacation Days

Short Term Disability

Long Term Disability

Life Insurance

Employee Assistance Programs

Job summary

Baldwin Supply Company seeks an experienced Executive Assistant to support the CEO and Executive Team. You will anticipate needs, protect confidentiality, and deliver high-level administrative service with professionalism.

The role requires orchestrating complex calendars, coordinating events, preparing materials, and driving efficient office operations while exemplifying Baldwin values and strong communication with internal and external stakeholders.

Qualifications

• Bachelor’s degree (or equivalent) in business, or related field.
• Ten plus years of demonstrated success as an Executive Assistant in a manufacturing environment.
• Proven ability to support an Executive Team including the handling of confidential information.
• Active Project Management Professional (PMP) Certification.

Responsibilities

• Central communicator and calendar management for Leadership team.
• Handles limited tasks for Chairman of the Board…including his other business ventures, Comma Club and Baldwin workshops
• Exemplifies Baldwin Values
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Arrange and handle all logistics for events
• Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Gifts/follow up.
• Proactively helps leadership team to recognize Team members’ anniversaries, retirements, funerals, personal happenings etc.
• Handle phone calls and emails as an extension of leadership team from time to time
• Flexible to handle calls/texts etc. during non-traditional times from time to time
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate courses of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services for CEO.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. in CEO area.
• Provide event management support as requested.
• Ability to help compile and execute Action Lists without too much direction.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization.
• Act as the point of contact among executives, employees, clients and other external partners for projects, day-to-day needs, employee events, business events
• Extension of Leadership team. Glue of the Leadership team. Ability to participate and put action lists together from Leadership meetings.
• Executive presence to be able confidentially communicate with all leaders and outside suppliers/customers.
• Handle information flows in a timely and accurate manner
• Appreciates being positive and having fun in the workplace
• Help schedule events and team travel
• Support daily expenses, expense reporting and prepare weekly, monthly or quarterly reports
• Format information for internal and external communication memos, emails, presentations, reports
• With the support of IT, manage videoconferencing and office equipment
• Support company sponsored events such as sales meetings, employee picnics, etc.
• Can take on different special business projects… branch photos, History Project, Recognition Wall etc.
• Seeking out areas of opportunities and facilitate process improvement
• Sales Operations support to include, not limited to, scheduling spring/fall sales reviews, lead coordination via suppliers and Interlynx, tracking sales related expenses and coordination of supplier training events.

Skills

Strategic Planning

Project Management

Operational Efficiency

Executive Decision Support

Crisis Management

Written Communication

Organized

Education

Bachelor's degree or equivalent in business or related field

Ten+ years as an Executive Assistant in a manufacturing environment

PMP Certification

Job description

Baldwin Supply Company seeks an experienced Executive Assistant to support the CEO and Executive Team. You will anticipate needs, protect confidentiality, and deliver high-level administrative service with professionalism.

The role requires orchestrating complex calendars, coordinating events, preparing materials, and driving efficient office operations while exemplifying Baldwin values and strong communication with internal and external stakeholders.