Executive Administrative Assistant

Job Summary: Beemac is looking for a competent Executive Administrative Assistant to provide personalized secretarial and administrative support in a well-organized and timely manner. In this role you will simultaneously serve as an executive assistant and office manager, working on a variety of tasks related to our executive team’s working life and communication. This is a full-time exempt position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demands.

Responsibilities and Duties:

• Handle all administrative duties such as preparing correspondence, maintaining schedules, answering phone calls, taking minutes and coordinating internal meetings for all 3 Logistics office locations (Beaver, PA; Pittsburgh, PA; Houston TX).
• Manage the executive team’s schedule to ensure business matters are given appropriate urgency and priority.
• Arrange for all travel to field locations including air, hotel and car reservations.  Ensure that personal luggage and effects are delivered to the site.
• Submit all travel expenses for reimbursement.
• Manage/schedule bookings for office conference rooms.
• Order office supplies when necessary.
• Maintain a clean/safe environment in local offices.
• Route incoming callers and visitors to the appropriate department while using judgment and tact.
• Maintain a variety of complex, privileged and sensitive files and records with a high degree of confidentiality.
• Prepare a variety of documents including internal memos, letters, meeting agendas, travel itineraries, emails and reports.
• Assist with coordinating events and activities.
• Perform other duties as assigned.

Qualifications and Skills:

• Bachelor’s degree with a concentration in business administration or a closely related field.
• Minimum 2 years of senior team level support experience.
• Able to travel between local offices when necessary.
• Knowledge of office procedures and administrative tasks.
• Knowledge of standard office equipment including copiers, scanners, fax machines and keyboards.
• Knowledge of Microsoft Office software (Outlook, Word, Excel).
• Extremely detail oriented in maintaining schedules and travel arrangements.
• Ability to maintain confidentiality and use tact and discretion when dealing with internal and external contacts.
• Ability to communicate verbally and in writing with employees, vendors and clients.
• Ability to successfully perform in a fast-paced and stressful environment.
• Must possess an energetic and outgoing personality conducive to a dynamic sales environment

Physical Demands:

• Regular sitting, standing, walking, talking and hearing.
• Frequent reaching, lifting, and using hands to grasp, push and pull.
• Manual dexterity to operate a keyboard and computer.
• Lifting up to 10 lbs.

The Many Benefits of Beemac:

• Health/Dental/Vision//LTD/Life & AD&D.
• Paid Time Off and Paid Vacation Holidays.
• 401(k), Safe Harbor program plus company matching.
• Focused career development.
• Other Perks:
• We celebrate the achievement and successes of our teammates.
• We support our local communities and encourage our employees to volunteer for a myriad of charity events and activities.

Why you should join us:

• We are growing at a fast pace with consistent year over year revenue increases of more than 100%.
• We offer a dynamic company culture that values our employees as our greatest assets. We celebrate the fact that our employees are at the center of making our company flourish.
• We are a Team! One SWARM…one GOAL!

2020 and 2019 Accomplishments:

• Ranked No. 927 on the Inc. 5000 List for 2020.Ranked No. 169 in Commercial Carrier Journal’s “Top 250” rankings for 2020.Ranked 2nd in the 2020 Pittsburgh Business Times “Fast 50” Award.
• Named a winner of the Pittsburgh Post-Gazette’s “Top Workplaces 2019” Award.

Ranked 3rd in the extra-large company category in the 2019 Pittsburgh Business Times “Best Places to Work” Award.