EXECUTIVE ASSISTANT

POSITION SUMMARY

Blue Wave Products, based in Batavia, IL, seeks to hire an Executive Assistant to support the Executive Leadership Team with various administrative tasks and projects. We are looking for someone with a can-do attitude who’s willing to learn and try new assignments that will push themselves and Blue Wave to improve daily. You will lead initiatives from start to finish with input from various members of management. Your duties and essential functions will require confidentiality, initiative, sound decision-making, independent judgment, and speed. Ultimately, you should seek to profoundly and positively impact the company and the Executive Leadership Team to optimize communication, workflows, and time.

ESSENTIAL FUNCTIONS

• Provides high-level administrative support and assistance to the executive team
• Acts as a liaison and central point of contact for executive staff. Facilitates communication with all levels to promote efficient operations, including appropriate material for all relevant meetings and events
• Prioritizes multiple tasks and implements appropriate follow-up action. Works independently as needed; anticipates problems and works toward a quick solution
• Track and monitor executive leadership’s daily, weekly, and monthly tasks and goals to ensure they are met
• Performs clerical and administrative duties, including drafting letters, memos, invoices, reports, and other documents for executive staff
• Utilizes independent judgment and discretion in the coordination of work and special projects with other organizational units as needed to promote efficient operations
• Manages schedules and arranges travel and accommodations for executives
• Attends meetings with executives, recording minutes and taking and distributing notes
• Receives incoming communication or memos on behalf of executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff
• Prepare professional business communication, including memos, letters, invoices, and emails
• Performs office tasks, including maintaining records, ordering supplies, and performing basic bookkeeping
• Performs additional related duties as assigned

JOB REQUIREMENTS

• High school diploma or GED
• 3 years of proven experience as an administrative assistant in an executive leadership environment
• Strong organizational skills and the ability to multi-task
• Adapt to changing priorities to ensure deadlines are met
• Capable of operating at the highest level of integrity, ethical standards, and confidentiality
• Self-starter and able to work without direct supervision
• Energetic in tackling new projects
• Superior verbal and written communication, problem-solving, and decision-making skills
• Ability to work in a professional manner
• Comfortable in a fast-paced, team-oriented environment
• Superior attention to detail
• Proficient in MS Word, Excel, Outlook, and PowerPoint