Hybrid Executive Assistant, Office Administrator

at Milliken & Company

• Job title: Executive Assistant, Office Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Westlake, United States

About the role

• Executive Assistant providing comprehensive administrative support to Senior Vice President. Managing schedules and office logistics at Milliken and Company in Westlake, OH.

Responsibilities

• Provide comprehensive, confidential administrative support to the Senior Vice President and Managing Director
• Manage a complex calendar and schedule of company executive(s)
• Oversee all aspects of travel arrangements to include hotel, flight, and ground transportation
• Draft, review and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents, coordinating meeting logistics, room reservations, preparing agendas and catering
• Prepare and submit expense reports on a timely basis
• Work closely with the leadership team and other Executive Assistants to provide support to the organization
• Answer inquiries independently, follow up with other departments to ensure that requests are carried out
• Understand how to prioritize meetings for executive(s) and manages daily schedule appropriately
• Prepare, edit, and format documents, reports, presentations (PowerPoint, Excel), and internal/external communications
• Plan and coordinate team building events & assist with special projects
• Oversee the day-to-day operations of the office to ensure a safe, clean, and functional environment
• Monitor and maintain inventory of office and breakroom supplies, placing orders efficiently and within budget
• Managing incoming and outgoing mail
• Process and approve PO’s and invoices related to general facility operations
• HR support – Assist HR with new employee onboarding/employee offboarding and other general HR related duties
• Ensure the facility complies with general safety standards and office policies are documented and followed

Requirements

• 5 years of experience supporting senior level leaders/executives
• Exceptional service orientation mindset
• Strong proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) suite
• Ability to make and build top notch presentations
• Analytical capability and comfortable with data and numbers
• Impeccable attention to detail
• Strong time management skills and ability to meet deadlines
• Excellent organizational skills
• High level of integrity and confidentiality
• Ability to work under time pressure and keep composure
• Team player with positive attitude
• Strong desire and interest to learn the business
• Prior experience working with a global/international team (preferred)
• SAP Experience (preferred)

Benefits

• hybrid work policy including 3 days in the office and 2 work from home days