Executive Assistant

If you’re looking for a special place to build or grow your career, you’ve found it. Whether you’re an experienced professional, a recent college graduate or somewhere in between, IDEX is a place where you can apply your existing skills and learn new ones in an environment where you can make an impact.

With interesting opportunities in engineering, marketing, sales, supply chain, operations, HR, finance, and more across more than 40 diverse businesses around the globe, chances are, we have something special for you.

The IDEX team currently has an opening for an Executive Administrative Assistant located in our Wooster, Ohio office. As an Executive Assistant, you will provide advanced administrative support and relief of administrative detail to company executives, availing them the additional time for their top management responsibilities.

Responsibilities

• Responsible for contributing to the efficient use of the executive's time by relieving the executives of those administrative details capable of being delegated

• Responsible for performing a multitude of highly complex administrative tasks and providing full administrative support using superior knowledge of administrative functions

• Provides administrative assistance to support the executives in daily work, i.e., anticipates & follows-up on deadlines ensuring information is available, communicates with people inside and outside the company, researches and gathers information, completes projects and assignments punctually, etc.

• Utilizes discretion, judgment, and initiative to continue the work responsibilities of the office when the executive is unavailable in an efficient manner.

• Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the executive

• Responsible for maintaining executive's calendar, schedules meetings as requested, identifies & assesses strategic priorities when conflicts arise, consults with executive, when necessary, picks up mail, promptly responds to written requests when appropriate and routes postal mail which does not require executive's attention.
• Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and proactively and independently works to develop adjusted plans to address such changes.
• Assist with preparation of reports, presentations, spreadsheets, and other complex documents for presentations and other needs. Coordinate and facilitate virtual meetings as needed (e.g. MS Teams, Zoom, etc).
• Work with all team members with other staff to provide cross coverage for departmental staff functions to include agendas, meeting action items, maintain department calendars & overall day-to-day corporate office functions.

• Meticulous attention to detail when arranging all travel, lodging accommodations and transportation as required by the executive. The incumbent must tend to all the details involved with executive's visits to IDEX domestic & global business units.  Coordinates travel for, IDEX interview candidates and business guests.   Prepares & reconciles expense reports.

• Provides support of daily office operations and serves as front-line liaison for all IDEX visitors, guests & customers.
• Assist with special projects and back-up as needed.
• Hybrid model with 3-5 days in office

Qualification:

• 5+ years of administrative assistant at an executive level
• Previous experience with booking global travel, preparing and completing expense reports, managing calendars, etc.
• Previous experience working in a corporate setting with an established executive leadership structure or comparative experience.
• The employee must demonstrate a high level of professionalism
• Integrity, Trust, and Strong Work Ethics           
• Ability to handle confidential and sensitive matters
• Excellent communication (written and verbal) and customer service skills
• Outstanding computer skills. Knowledge of Microsoft Office suite (Word, Excel & PowerPoint).
• Strong organization and follow-up skills, with the ability to multi-task to meet deadlines
• Detail-oriented, forward thinking, self-starter with a positive can-do attitude
• Ability to analyze and drive solutions based on business needs and directions
• Display outstanding self-initiative requiring minimal supervision
• Ability to deal with problems in a professional manner
• Time management and organizational skills
• Ability to focus on customer satisfaction, internal team building, promot