Executive Assistant

Position / Title : Executive Assistant

Reports to : President

GENERAL SUMMARY OF POSITION :

The position provides high-level administrative support and assistance to the President and / or

other assigned leadership staff within the corporate front office. This position also requires a

strong understanding of all relevant company operations and handles highly confidential

information regularly, which will require the use of discretion and judgment in all interactions.

The position also anticipates the needs of senior leaders and is capable of managing multiple

tasks at a time. The position also provides general office and administrative support with a

variety of clerical activities for other departments as needed to ensure efficient day-to-day

operations.

CORE & ESSENTIAL TASKS :

• Responsible for providing significant, high-level administrative support to the President and Executive team; including but not limited to preparing complex and confidential financial, statistical, narrative, and / or other reports, memos, letters, and correspondence.
• Proactively anticipate the executives needs and solve problems before they arise.
• Conduct research, gather data, and prepare summaries to support the executives decision-making process.
• Manage the Presidents and other Executive’s complex calendars, including scheduling, prioritizing, and troubleshooting appointments, meetings, conferences, expense reports and travel.
• Manage or assist with various projects and cross-departmental initiatives, ensuring they stay on track and meet deadlines.
• Liaise between President and internal or external colleagues.
• Support President and other Management Team Members as needed.
• Support execution of conferences, events and meetings as needed.
• Manage phone calls, packages, visitors, conference rooms and other incoming items and requests that come through the front office.
• Responsible for ordering supplies for corporate office.
• Other duties as assigned.

QUALIFICATIONS & SKILLS :

Possession of at least a high school diploma or equivalent is required, and a post-secondary

degree is mandatory. In lieu of a degree, a comparable combination of education, job specific

certification(s), and experience (including military service) may be considered. Must be able to

meet tight deadlines and be flexible in changing workflow and demands. Demonstrated aptitude for problem-solving; ability to determine solutions. Must be results-orientated and able to work

both independently and within a team environment. Must work effectively with divergent types

of people. Must possess excellent verbal and written communication skills. Proficiency in using

Microsoft Office Suite applications, Google platforms and contact management software.

Adherence to health and safety regulations (e.g. use of protective gear). Driving is a requirement

for this position. Must have the ability to travel both domestically and internationally, so the

ability to travel by plane, operate a motor vehicle and maintain a driver’s license are required.

Must have a vehicle in good working condition and ensure it meets all safety, insurance, and

legal requirements. Overnight domestic and international travel required.

PHYSICAL REQUIREMENTS :

Ability to communicate orally in a clear, concise, and effective manner with the customers,

account representatives, company representatives, management, staff, and the public in face-to-

face, one-on-one and group settings. Ability to use a telephone for communication. Ability to

maintain regular, predictable, and punctual attendance at the facility and other designated

locations. Ability to establish and maintain effective working relationships with others. Use

office equipment such as a personal computer, copier, and facsimile machines. Sit, walk, and / or

stand for extended time periods. Hearing and vision required to be within normal ranges. Ability

to accurately distinguish color variation. Carry, push, pull, reach, and lift up to 15 lbs. Read at,

above, and below shoulder height. Occasionally stoop, kneel or crouch. Tolerate inclement

weather, including heat and cold. Sufficient manual dexterity required to operate office

equipment. Normal range of tolerance to household and other types of typical industrial /

construction chemicals and solvents. Must have the ability to travel by plane, operate a motor

vehicle, maintain a valid state motor vehicle driver license, and maintain an acceptable motor

vehicle driving record. Overnight domestic and international travel may be required.

EQUAL OPPORTUNITY EMPLOYER :

The Company is an equal opportunity employer. All applicants will receive consideration for

employment without regard to race, sex, color, religion, national origin, ancestry, military status,

protected veteran status, marital status, gender identity or expression, transgender status,

citizenship, sexual orientation, age, disability, or any other legally protected characteristic under

applicable law.

The Company is committed to providing reasonable accommodation to, among others,

individuals with disabilities and disabled veterans. If you need an accommodation because of a

disability to search and apply for a career opportunity with The Company, please send an e-mail

to hr@garlandind.com to let us know the nature of your accommodation request and your contact

information.