Executive Administrative Assistant Details

Executive Administrative Assistant

AO Smith - Lebanon, TN

Employment Type : Full-Time

Company / Location Information

Lochinvar - Lebanon, TN

Supervise receptionist position and provide diverse administrative support to Upper Management and field sales personnel; arrange and review all travel related services company-wide, maintaining cost effectiveness; coordinate presentation materials and lodging for sales meetings, plant tours and miscellaneous functions. Serves as corporate liaison with corporate headquarters staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Conference and planning
• Provides support to executive management and sales leadership team
• Proven experience with the Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint
• Prepare and maintain sales agreements and territory maps for manufacturer’s representatives, inclusive of notifying personnel and preparing a status change form
• Record and distribute minutes for weekly staff meeting on the same day
• Engineering Tours and Customer Visits
• Manufacturer’s Representative’s Contracts
• Renew mailing permits
• Maintain sales force and representative phone list
• Customer contract record-keeping

SUPERVISORY RESPONSIBILITIES

Directly supervises Receptionist and Facilities Coordinator. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Coordinate annual shredding in accordance with the corporate record retention policy
• Manage Bridgestone Arena and Predators sponsorship and suite
• Keeps office keys
• Maintain calendars for meeting rooms, group visits, and senior management
• Keep a log of capital expenditure requests and route for signature
• Coordinate annual AHR Expo with marketing
• Order miscellaneous gift cards and service awards
• Travel management
• Other administrative duties may be assigned

• Language Skills
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;
  • Ability to write routine reports and correspondence; and
  • Ability to speak effectively before groups of customers or employees of organization.
    
• Mathematical Skills
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume; and
  • Ability to apply concepts of basic algebra and geometry.

• Reasoning Ability
  • Ability to define problems, collect data, establish facts, and draw valid conclusions; and
  • Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Competitive base salary, bonus plan and comprehensive benefits plans which include medical and dental insurance, company-sponsored life insurance, retirement security savings plan, short- and long-term disability programs and tuition assistance.

ADA Disclaimer: In developing this job description care was taken to include all competencies needed to successfully perform in this position. However, for Americans with Disabilities Act (ADA) purposes, the essential functions of the job may or may not have been described for purposes of ADA reasonable accommodation. All reasonable accommodation requests will be reviewed and evaluated on a case-by-case basis.