Job Description:
FLEXCon
Job Category: Administrative
Requisition Number: SREXE002302
Posted: October 28, 2024
Schedule: Full-Time | Hybrid
Location: Spencer, MA 01562, USA
Job Details
Description
THE FHT EXPERIENCE
FLEXcon Holdings Trust (‘FHT’) is looking for a collaborative, high-energy leader who enjoys working in a fast-paced, team-oriented environment, likes to be challenged, enjoys building and developing high performance work teams and values the opportunity to make a lasting difference in the success of the business. This is a unique opportunity to join and work with our current CEO, Chief of Staff, and Executive Chair of the Board. The umbrella of companies included in FHT will give you the opportunity to gain exposure to three distinct, material science global manufacturing, businesses (Arlon Graphics, FLEXcon Global, and Blueshift Materials).
COMPANY SUMMARY
FHT is a globally recognized, purpose-driven group of innovative, material science manufacturing companies that develop, commercialize, and manufacture high-performance film-based products that enables customers to differentiate themselves in the marketplace. The products created by FHT Companies make the world safer, more visible, more educated, more sustainable, and more livable. Our Customers benefit from our outstanding industry experience, proven process and innovation capabilities, world-class quality performance, and a global scale that ensures long term stability in the industries that we serve all while we work each day to drive a more circular and sustainable value chain and economy.
BENEFITS
FHT has a generous benefits package which includes competitive compensation, an annual bonus program, medical/dental/vision/prescription drug coverage, 401(k) with company matching contributions, milestone anniversary gifts plus a 25-year anniversary trip, flexible spending accounts, a generous retirement package, casual work environment, tuition reimbursement, disability programs, as well as vacation and company paid holidays. In addition, we have a rewards and recognition program that allows us to give the recognition deserved to employees that go above and beyond.
POSITION SUMMARY
The primary duty of the Sr. Executive Assistant is to provide administrative support to an executive involving office work that directly relates to the general business operations.
MINIMUM KNOWLEDGE, EDUCATION AND SKILL REQUIREMENTS
- Typically requires a High School Diploma and 12+ Years of experience OR a Bachelor's Degree and 8+ years of experience.
- Possess comprehensive knowledge of administrative support subject matter
- Strongly proficient with Microsoft Word, Excel, PowerPoint, Outlook and Teams
- Possess solid oral and written communication skills and interpersonal skills
- Ability to build collaborative relationships, multi-task and prioritize
DUTIES AND RESPONSIBILITIES
- The Sr. Executive Assistant spends considerable time providing administrative support to the executive, handling complex administrative work under minimal supervision, answering employee questions independently, referring to policies as needed, and interfaces with leaders to resolve problems.
- In addition he/she spends a large majority of the time performing the following tasks:
- Act as a gatekeeper for calendar and email prioritization and response
- Schedules meetings, maintains the executive's calendar and itinerary; prepares agenda, makes travel arrangements, prepares and submits expense reports on behalf of the leader, reconciles American Express Card for leader, maintains confidential or sensitive information, handles event planning
- Monitors letters, phone calls, and e-mails requesting the executive's presence; and adds information to Outlook calendar; responds to the executive's voicemail and e-mail, crafting responses with minimal supervision, typing dictated materials, handling general telephone calls and letters from employees, and directing inquiries to other staff as needed
- Responds to inquiries that involve interaction with executive leadership ; formulates responses when calls come in, if he/she knows the answer. Otherwise, he/she forwards messages to the executive; prepares the executive's response for his/her review and signature
- May lead projects and/or be involved in projects that have decision-making authority and use independent judgement and discretion with decisions impact the business.
- The Sr. Executive Assistant spends minimal time on each of the following tasks:
- Editing and typing presentations drafted for the executive, attending meetings with the executive; handling travel arrangements for others.
- Negotiates contracts for the meeting/convention sites and any other details associated with these events.
- Performs various other duties relating to leadership meetings, and yearly conferences. For example, the Sr. Executive Assistant may coordinate and schedules leadership meetings, may handle arrangements for the Executive’s board and leadership meetings, and assists with staff work assignments. The EA also handles reports and agendas, provides notices, schedules rooms, provides packets, and may prepare outlines of meeting minutes for the leadership meetings.
- Screens visitors, phones calls, or physical mail on behalf of the executive
- Ensures that departmental operations comply with organizational policies and procedures.
- Receives and responds to correspondence and maintains departmental records
- May provide departmental reception services receiving and directing visitors or calls and internal and external mail (occasionally)
- May act as first-level supervisor to other administrative personnel
- Must learn and follow standardized work that has been created within assigned role and standardize work processes to gain efficiencies as well as utilize visual management; must learn to draft standard operating procedures for assigned role
- Handles complex issues and problems with discretion and refers more complex issues to higher-level staff.
- Capable of exercising independent judgement based on knowledge of preferences of the indivudals they support.
- Applying lean concepts, make and implement recommendations for process improvements that may involve a cross functional or cross shift team. Data
- Collection to foster problem solving. Foster Participation and encourage employee suggestion.
- Other duties consistent with the general nature and focus of the position and/or the goals and objectives of the department may be assigned
PHYSICAL AND COGNITIVE REQUIREMENTS
- Category #3 (Hybrid Employee): Employee requires regular travel to a FLEXcon facility and will require a dedicated remote and onsite office space (does need to live within a reasonable driving commute to FLEXcon NA Facility).
- Driving while on company business is required for this role on an infrequent basis (defined as anyone that drives on company business between 1 – 49 times per year not including regular commute to work).
- Must be able to work overtime as needed.
- Must be punctual, able to sustain attendance guidelines, and work hours as assigned.
- Occasional travel may be required for this role.
ENVIRONMENT, HEALTH AND SAFETY:
- Must be committed to a high standard of safety and be willing and able to comply with all environmental and safety regulations, including the Company’s environmental and safety policies and procedures. Must be willing to report potential environmental and safety improvements to appropriate supervisory and/or management personnel.
- Must report all (on shift / off shift) incidents to Supervisor immediately.
- Must adhere to Flexcon’s personal protective equipment standards.
- The incumbent in this position is responsible for knowledge of and adherence to environmental policies and company procedures as per the company’s Environmental Management System.
- Must not pose a direct threat or significant risk of harm to the safety of themselves or others.
- Responsible for informing the Company if he/she is taking medications or if there are any other circumstances that would interfere with safe performance of job duties.
QUALITY
The incumbent in this position is responsible for knowledge of and adherence to the policies and procedures as they relate to the requirements of Quality Management System.
INTERPERSONAL AND COMMUNICATION SKILLS
- Must be able to maintain productive working relationships with co-workers.
- Must treat fellow employees with respect.
Job Specific Competencies
Ensures Accountability
Plans and Aligns
Communicates Effectively
Collaborates
Tech Savvy
Drives Results
Manages Complexity
Job Specific Skills
Verbal Communication
Computer Skills
Planning and Organizing
Policy and procedures
Presentation Creation
Calendar and Scheduling
Spreadsheet Very Strong Knowledge
Database Reporting
Information Retrieval and Searching
Internet Browser Knowledge
Electronic Mail
Video Conferencing
Interpersonal Savvy
PI253820419
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