Executive Assistant

WHO WE ARE

 

 

This position is with Helena Industries (HI). HI is a wholly owned subsidiary of Helena Agri-Enterprises, LLC and provides production and distribution solutions to customers across a wide variety of industries. HI is one of the largest chemical toll manufacturers in the U.S. and our clients include many household name brands and large retailers.

 

ABOUT THE JOB

 

The Executive Assistant is responsible for providing administrative support to the executive team and works directly with the President of Helena Industries in the performance of his/her duties. This position is directly supervised by the President.

 

WHAT YOUR DAY WILL LOOK LIKE

 

• Resolves situations and conflicts involving the clerical and administrative function of the department independent of executive leadership.
• Creates and maintains internal branding/marketing including but not limited to: quarterly newsletter, vendor newsletter, social media, AppSpace Digital Board management, corporate office events, etc.
• Assists the President in managing his or her workflow and deadlines.
• Follows up with team to ensure that action items are complete.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
• Determines the appropriate course of action, makes suggestions to President, referrals or provides independent response to same.
• Remains informed of issues and concerns involving the organization and provides appropriate confidential feedback and recommendations to the President and executive management team.
• Represents the President in a professional and congenial manner in person, during telephone conversations and in written correspondence both internally and externally.
• Answers the telephone, provides information to callers or routes call to appropriate person and places outgoing calls on behalf of the President and the executive team.
• Reviews vendor invoices and forwards for processing.
• Drafts and finalizes documents and reports including but not limited to official board documents and formal correspondence on behalf of executive team. This includes maintaining correspondence with the board and managing board documents such as articles, bylaws, minutes, resolutions, etc.
• Records minutes and notes from staff meetings and follows up on assignments made on behalf of the President and the executive team.
• Organizes and manages the agenda for the President including follow-up, retrieval and recordkeeping of files, records and documents related to the agenda.
• Independently coordinates activities across the company.
• Maintains corporate calendars on behalf of the President.
• Manages executive team travel schedule including independently coordinating travel plans, accommodations, agendas, required materials, documents and expenses.
• Files and tracks expenses reports for President and other executive team members.
• Plans and coordinates company meetings on behalf of the President (i.e. manager meetings, train-the-trainer sessions, HILI, etc.).
• Plans and coordinates special events (ex. Christmas Party) which includes independently resolving issues or conflicts that arise during the process.
• Coordinates and organizes paperwork, files, records and documentation of the President's agenda as assigned by the President.
• Provides administrative support to the senior leadership team.
• Works closely with the support team to ensure routine assignments are covered and follows up as required.
• Acts as liaison between the HI corporate office and HAE corporate departments, HPG and HI plant office teams in relation to IT, accounting and administrative matters.
• Coordinates various projects involving team members both in and out of the office.
• Proactively and independently brings together the appropriate people and resources to support and address the needs of the executive team.
• May be required to drive a company vehicle.

• Provides excellent customer service to all internal and external customers.
• Other work-related duties as assigned by your leader.
• Regular and reliable a