Executive Assistant

About Us:

 Gottstein Corporation is an industry leader in the areas of industrial and commercial contracting. We have a team of highly motivated project managers who are dedicated to your satisfaction, from start to finish. We have the right people and the right experience to design, build, install, move, and maintain your plant and the equipment you rely on in your manufacturing processes. We specialize in Food and Beverage but open to all manufacturing. Our greatest strengths are our talented people, our company culture of excellence and our dedication to customer satisfaction. As we continue to grow and expand, we see a future of endless opportunity. This inspires all of us at Gottstein Corporation to enthusiastically pursue our mission: to help North American Industry grow and to be the world’s best.

Job Summary:

The Executive Assistant will serve as a key support role to the VP of Gottstein Corporation, and will be managing administrative tasks, coordinating activities, and facilitating communication between the VP and other stakeholders. The ideal candidate will be fluent in English, Bi-lingual preferred have substantial experience in an executive support role, demonstrate exceptional organizational, interpersonal skills, and be well versed in Microsoft office programs.

Requirements

Key Responsibilities:

• Administrative Support: Provide high-level administrative support to the executives, including managing calendars, scheduling meetings, and arranging travel.
• Communication: Act as a liaison between the VP, executives and internal/external stakeholders, handling correspondence, phone calls, and email communications professionally.
• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items from executive meetings. Ensure all meetings are organized and executed smoothly.
•  Document Management: Prepare and review reports, presentations, and other documents as required. Maintain accurate and organized filing systems.
• Project Management: Assist with special projects, including research, data analysis, and implementation of strategic initiatives Event Planning: Coordinate and manage events, including conferences, workshops, and team-building activities.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and integrity.

Skill:

1. Communication Skills

• Verbal and Written Communication: Exceptional ability to communicate clearly and effectively with various stakeholders including senior management, staff, and external partners.
• Listening Skills: Ability to listen and understand instructions and feedback effectively.

2. Organizational Skills

• Time Management: Expertise in managing multiple schedules, deadlines, and tasks efficiently.
• Prioritization: Ability to determine the importance of tasks and to delegate accordingly.
• Attention to Detail: Meticulous attention to detail with the capability to manage complex and high-stake tasks.

3. Technical Proficiency

• Proficiency in Office Software: Skilled in Microsoft Office Suite, Meeting minute talk (Word, Excel, PowerPoint, Outlook) and other digital tools like CRM software, project management tools, and virtual meeting platforms.
• Database Management: Ability to manage and organize large amounts of data effectively.

4. Problem-Solving Skills

• Analytical Thinking: Ability to analyze situations, foresee potential problems, and implement solutions.
• Decision Making: Capacity to make independent decisions that reflect well on the executive and the company.

5. Interpersonal Skills

• Professionalism: Maintaining a high level of professionalism in all interactions.
• Empathy and Tact: Skill in handling sensitive information and situations with discretion and empathy.
• Networking: Ability to maintain and develop professional relationships that can benefit the organization.

6. Adaptability

• Flexibility: Ability to adapt to changing priorities and maintain a calm demeanor in high-pressure situations.
• Learning Agility: Quick to learn new skills and technologies as required.

7. Project Management

• Project Coordination: Skills in overseeing projects from conception to completion, ensuring