Executive Assistant

Company Description

Hobart Service, an Illinois Tool Works Company, has been in business for over 125 years and is the trusted source for Commercial Food Equipment Service Solutions.  We have over 1,700 associates nationwide who serve as valued partners to our customers.  Our employees are dedicated to providing the best customer service, give back to the communities where they live and work, and demonstrate the ITW values of Integrity, Simplicity, Trust, Respect and Shared Risk.

Job Description

This position is responsible for providing high level secretarial and administrative support for the Hobart Service Operations leadership team including the VP/GM for Hobart Service.  Requires discretion, confidentiality, and an ability to quickly acquire detailed knowledge of the organization’s operations, procedures, and people.  Will manage their leader’s schedule & make travel arrangements to make best use of their time, and proactively resolve scheduling conflicts. Gather, compile, verify, and analyze information for the leader's use in documents such as, customer and staff communication, reports & presentations. Facilitate smooth communications between the leader and peers or external parties such as vendors & customers. Handle confidential information. Perform tasks using independent judgement and discretion, e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters; arranging and attending meetings; taking and distributing minutes.  May also coach, advise and collaborate with other support staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

These are the most significant job duties performed. The size, scope and complexity of assigned duties and responsibilities are dependent on the level and experience of the incumbent. To perform this job successfully, an individual must be able to perform each assigned essential duty satisfactorily. Other responsibilities or special projects not specifically listed below may also be assigned.

• Plan and coordinate projects as an individual contributor or as a member of a cross-functional team.
• Handle phone communication, including evaluating problem situations and following through to resolution.
• Drafts documents and communication for internal and external distribution. 
• Analyze, propose, and implement new procedures and systems to accommodate new situations.
• Plan and carry out administrative functions requiring considerable knowledge of the company and method of operation.
• Maintain updates to the North America Field Service phone directory via SharePoint and other communication channels.
• Event planning: lunches, conferences, service sales meetings, campus events, includes scheduling, sending reminders, organizing catering as necessary. Maintains master calendar for major events for the North America field service organization.
• Prepare and organize PowerPoint presentations.
• Coordinate on-site visits, meetings, and tours.
• Assist in the coordination, planning and preparation of meetings, training, and interviews. This includes preparing materials, interview guides, making reservations, handling catering details, set-up and clean-up and other details as needed.
• Orders and maintains office equipment & supplies.
• Participates in committees as appropriate and provides planning and support for special events.
• Helps to ensure a smooth and positive onboarding experience for new members of the Troy campus service leadership team.
• Supports scheduling, content development, and employee feedback for business unit meetings.  Help to identify gaps and proactive employee communication opportunities.
• Provides feedback and observations helpful in maintaining a strong company culture and adherence to our ITW Values of Integrity, Respect, Trust, Simplification and Shared Risk
• Other Duties as assigned.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Work Experience

• High School Diploma or GED
• 4 plus years related experience.
• Excellent oral, interpersonal, and written communication skills
• Proficient in Microsoft Office applications

Preferred Education/Experience

• Vocational Training/ Associate Degree in Business Administration.
• Should be a capable communicator, comfortable being in contact with all levels of our served customers up to the executive level.
• General understanding of accounting to support Concur/expense reports, check requests,