Executive Assistant

About Us:

Panelmatic, Inc. was founded in 1957 in Youngstown, OH to serve manufacturing industries with the design and build of custom electrical, instrument, and pneumatic control panels. Our business has sufficiently grown over the years to support expansion for our clients. We have produced industrial control panels and packaged equipment centers for many of America's top corporations in the chemical, data center, environmental, food & beverage, pulp & paper, material handling, oil & gas, pharmaceutical, renewables, metals, and utility markets. We also deliver equipment for use worldwide. Our rigorous methodology assures compliance with domestic and international standards. We can meet the needs of our diverse clientele from start to finish through sales, design, fabrication, testing, and delivery.

Since 1957, we have been known for our high-quality, custom-built control packages, our comprehensive service, and our technological and manufacturing expertise. This expertise assures you of our ability to handle the largest and most complex packages quickly and efficiently.

In 1989, the majority interest of the company was purchased by an Employee Stock Ownership Plan (ESOP). Our employees are also shareholders with dedication and commitment to the company’s long-term success.

Job Summary:

Panelmatic is seeking a dedicated and skilled Executive Admin Assistant. The Executive Admin Assistant is responsible for providing high-level administrative support our executive team. They coordinate and facilitate communication between executives and clients.

Job Duties:

• Efficiently manage the executive team’s calendars, scheduling meetings, appointments, and travel arrangements, and proactively handling any conflicts or adjustments
• Act as a primary point of contact between the executives and internal/external stakeholders, screening and prioritizing communications, and responding on their behalf when appropriate
• Plan and coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and itineraries, ensuring a seamless travel experience
• Prepare agendas, gather necessary materials, and provide administrative support during meetings, including taking minutes, tracking action items, and following up on deliverables
• Manage expense reports and reimbursement requests for the executive team, ensuring accuracy and adherence to company policies. In addition, manage credit card activity and review for the entire organization
• Draft, proofread, and edit correspondence, reports, presentations, and other documents as needed
• Manage sensitive information with the utmost discretion and confidentiality, maintaining trust, and professionalism.
• Assist in coordinating and tracking projects and initiatives led by the executive team, ensuring deadlines and milestones are met
• Maintain and organize electronic and physical files, databases, and records related to executive functions
• Assist the executives in prioritizing tasks and commitments, ensuring they are focused on strategic objectives
• Foster positive working relationships with colleagues, partners, and stakeholders on behalf of the executive team
• Undertake ad-hoc projects and assignments as requested by the executives, which may include research, analysis, or other tasks
• Develop, train, and manage administrative assistants across the organization to ensure workload balance and smooth operations
• Maintains company confidential information
• Performs additional duties as assigned by the executive team

Requirements

Minimum Qualifications:

• Bachelors degree in a related field required
• At four-plus years of related experience in a clerical or related role required
• Proficiency in using company software including, but not limited to, Microsoft Office Suite and Salesforce required
• Excellent organizational skills and attention to detail required
• Excellent time management skills with a proven ability to meet deadlines required
• Excellent verbal and written communication skills required
• US work authorization without sponsorship required
• Ability to travel domestically twenty percent of the time required
• Must live in the greater Houston area required
• Ability to pass physical, drug, driving, and background check required
• Ability to physically push, pull, and lift 26lbs or more required
• Ability to sit, stand, and walk, stoop and bend for four-plus hours at a time required
• Alignment with company core values required

Preferred Qualifications:

• Masters in business administration or related field