Executive Assistant, MC

About Day and Zimmermann

No problem is too challenging or complex for Day & Zimmermann Maintenance and Construction (DZMC) because We do what we say! ® We’re here to make life easier for plant owners in the Power, Chemical, and Industrial markets. With our wide-ranging capabilities and long-standing industry experience, we deliver innovative solutions and seamless processes that effectively manage all aspects of the plant life cycle. It’s no wonder we’re the #1 maintenance services provider in the United States. Come join in on our purpose – We put people to work, we protect American freedoms, and we help our customer’s power and improve the world! https://www.dayzim.com/services-and-products/maintenance-construction

Job Summary

Provides high-level administrative support to one or more executives, often CEOs or other top-level management personnel. Plays a crucial role in ensuring smooth operations within the executive's office and facilitating effective communication and coordination between the executive and internal/external stakeholders.

Responsibilities

• Calendar Management: Manage and maintain executives' schedules, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting appointments and ensure the executive is informed of any changes to their schedule. 25%
• Administrative Support: Perform general administrative tasks, such as filing, printing, photocopying, and data entry. Manage expenses, reimbursements, and invoices for the executive, including p-card allocation. Maintain organized electronic and physical filing systems. Purchase supplies as needed. Collaborate with and support other Executive Assistants. 25%
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and supporting documents. Attend meetings as required, take minutes, and follow up on action items. Coordinate logistics for meetings, including room bookings, catering, and audiovisual equipment. 20%
• Communication Management: Screen and manage incoming calls, emails, and other correspondence on behalf of the executive. Draft and proofread correspondence, presentations, and reports for the executive's review. Act as a liaison between the executive and other staff members or external parties, ensuring timely and accurate communication. 15%
• Travel Arrangements: Arrange domestic and international travel for the executive, including flights, accommodations, transportation, and visas. Prepare detailed travel itineraries and ensure the executive has all necessary documentation and information for their trips. 10%
• Project Assistance: Assist with special projects and initiatives as assigned by the executive. Conduct research, gather data, and prepare reports as needed to support decision-making. 5%

KSAs (Knowledge, Skills, and Abilities)

• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively. Ability to work independently with minimal supervision and collaborate effectively as part of a team.
• Strong communication skills, both written and verbal, with a professional and courteous demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Attention to detail and accuracy in all tasks, with a high level of initiative and problem-solving abilities.
• Flexibility and adaptability to changing priorities and deadlines. Discretion and integrity when handling confidential information.

Minimum Qualifications

• H.S. Diploma or General Education Degree (GED) required.
• 10+ years of administrative office experience required.
• Great attitude and team player. 
• Successful completion of background and drug screening process.

Compensation and Benefits

In compliance with this state’s pay transparency laws, the salary range for this role is $68,480.00 - $102,720.00. This is not a guarantee of compensation or salary, as final offer amount may vary based on factors including but not limited to experience and geographic location. (The specific programs and options available to an employee may vary depending on date of hire, schedule type, and the applicability of collective bargaining agreements). 

 

We care about our employees and it shows.  Our staff receive a competitive salary and a comprehensive benefits package which includes medical/Rx, dental and vision coverage; life, AD&D and disability insurance; flexible spending accounts; 100% paid maternity leave for up to 12 weeks, parental leave, family leave,