Executive Assistant

Arconic creates breakthrough products that shape industries. Working in close partnership with our customers, we solve complex engineering challenges to transform the way we fly, drive, build and power. Through the ingenuity of our people and cutting-edge advanced manufacturing techniques, we deliver these products at a quality and efficiency that ensure customer success and shareholder value. 

 

Arconic Aluminum Extrusion(AEX) serves the global aerospace and automotive markets with the most specialized engineering, highest quality, and the greatest breadth and depth of forgings and extrusions. Our vertically integrated capabilities and deep materials science expertise in aluminum and titanium structural casting is taking the industry to new heights. AEX is a business unit of Arconic.

Arconic is seeking Executive Administrative Assistant to join our Aluminum Extrusion (AEX) business unit in Lafayette, IN.

 

Profile: 

Reporting to the President – Lafayette & Chandler, this position provides a high level of executive administrative support as well as HR project/reporting support.  This position manages all aspects of the office including drafting correspondence, research, extensive meeting/calendar management, travel and expenses, and administrative HR support. This position requires a high degree of sensitivity and discretion in dealing with legal, confidential and proprietary matters; excellent organizational skills and attention to detail; a proactive, customer-focused mindset; proficiency with Microsoft Office, Excel, Teams, Concur; and strong collaboration and communications skills. This position is based in Lafayette, IN.

The job responsibilities of this role will include, but are not limited to:

• Office Management & Administration
  • Manage executive time, calendar and travel logistics in order to ensure all business obligations are met and time is spent as efficiently as possible. 
  • Oversee all executive movements to ensure timely departures and arrivals to specified destinations. 
  • Ensure hotels, expenses and registrations are in order and all logistics run as smoothly as possible. 
  • Process and submit expense reports for all business and entertainment travel expenses for executive team.
  • As required, provide guidance, direction and information on specific situations that may arise to relieve executive personnel of minor duties.
  • Monitor and follow up on all executive-related information technology issues. 
  • Manage incoming calls and messages. 
  • Manage meeting coordination, agendas, logistics, refreshments, and cleanup.  Greet Company executives, customers, visitors, and candidates at security and bring them to the appropriate meeting room.  Provide ongoing general support to all visitors.
  • Oversee and optimize departmental processes, filing systems and SharePoint systems to ensure maximum administrative efficiency and levels of organization.  Order office supplies.  
• Communications
  • Serve as lead communicator for the executive, acting as the primary interface to internal and external stakeholders.
  • Facilitate communication and decision-making by handling all requests for appointments and/or information. 
  • Manage correspondences including prioritizing incoming email and hard copy mail, eliminating junk mail and responding to incoming requests in a timely manner. 
  • Establish communication protocols and operating procedures.
  • Draft communications on behalf of the executive, including some presentation materials for all employee meetings and community events in coordination with Arconic communication team.
  • Post content on the location’s TV monitors.
• Briefing and Presentation Materials
  • Prepare reports, briefing materials and trip books to ensure the executive is fully prepared for all meetings, commitments and travel. 
  • Support the executive in the development of Microsoft PowerPoint presentation materials, charts and graphics as required.
• Project Management/Reporting
  • Support the HR team on special projects and reporting as required.  
• Financial
  • Collaborate with the department Controller to ensure that all Purchase Orders are set up correctly and on time and that all invoices are paid promptly.

Major activities/Key Challenges 

• The candidate is required to handle highly sensitive and confidential issues and must demonstrate diplomacy and professionalism in a fast-paced environment.   Engages colleagues to obtain timely and optimal outcomes. Proactive thinking, excellent plannin