Executive Administrative Assistant

 

Since 1890, Pfeiffer Vacuum has been shaping the vacuum industry with groundbreaking innovations. Every day, over 4,000 employees at 10 production sites and more than 20 sales and service companies worldwide give everything for our customers. With our comprehensive portfolio, we offer solutions for all types of vacuum applications. We are not only driven by highest quality standards. It is our vision to be the most sustainable and fastest growing market player in our industry to drive technology for a sustainable future.    
Apply now and make our success story yours too!
 

 

SUMMARY

 

The Executive Administrative Assistant provides high-level support to the General Manager including, but not limited to extensive calendar management and successful coordination of business meetings. They serve as the liaison between the General Manager and other departments within the organization. The Executive Administrative Assistant must be able to multi-task and to work well under pressure. Excellent time management is essential.

 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

 

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

 

Exercise of judgment, discretion, and tact in all business matters and business relationships is required. Strong interpersonal skills and the ability to maintain clear and cooperative working relationships with co-workers and demonstrate regular attendance and punctuality are essential. The organization’s leadership promotes collaborative problem solving in both formal and informal work teams. Participation in and contribution to teamwork within the organization is required. Necessary interpersonal skills include being a self-starter, motivated, creative, flexible, self-confident, deadline oriented and able to multi-task. Employees must follow all quality and safety procedures of the company, including those at customer sites if applicable, and must abide by the corporate Code of Conduct in all situations.

 

Supervisory Responsibilities - None

 

Duties

 

1. Manages the General Manager’s calendar by interacting with internal and external executives and assistants to schedule a variety of business meetings.
2. Schedules and attends meetings on behalf of the General Manager, taking notes and recording meetings.
3. Reviews contents of incoming communications to the General Manager, determines the importance, and summarizes and/or distributes to the appropriate staff.
4. Schedules travel arrangements and reservations for the General Manager and other staff as needed.
5. Performs office tasks such as maintaining records, ordering supplies, and performing basic bookkeeping.
6. Performs clerical and administrative tasks including, but not limited to drafting letters, memos, invoices, reports, and other documents.
7. Assist in preparing formal presentations.
8. Prepare and distribute monthly reports for operations, process expense reports.
9. Plans and leads the coordination of all Corporate special events.
10. Regularly uses various software applications such as spreadsheets to assemble, manipulate, and/or format data and/or reports.
11. Consistently maintains a high level of confidentiality.
12. Travel domestically as needed for training.
13. Performs other duties as assigned.

 

Physical Demands

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

100 % Inside, climate / noise-controlled office environment; lifting to less than 30 lbs. Eye, hearing and Cleanroom protection may be required in the manufacturing areas.

 

Tasks require walking, sitting, bending, reaching, mobility, frequent lifting and pushing/pulling. Work requires computer skills (word processing, spreadsheet, and data-entry), attention to detail and accuracy. Communication skills including listening and speaking are required for interaction with other employees, vendors, and customers. Strong interpersonal skills, the ability to balance multiple tasks and any stress associated with the duties and responsibilities of this position are essential requirements in the performance of this job.

 

Secondary duties with added requirements may be assigned from time to time.