Executive Administrative Assistant

GENERAL PURPOSE OF JOB:

Under the direction of the CEO the Executive Assistant provides high-level support to executives by managing complex calendars, coordinating meetings and travel, handling sensitive communications (email, phone, mail), preparing documents (reports, presentations, spreadsheets), and acting as a key liaison for internal/external stakeholders, ensuring smooth operations and efficient workflow in support of executive management. Key duties involve scheduling, communication filtering, research, event planning, confidentiality, and project support, requiring strong organizational, discretion, and interpersonal skills.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Supports Administrative needs of CEO and other key executive staff
• Serves as the primary point of contact, screening calls and mail, drafting professional correspondence and follows up with employees on behalf of the CEO
• Coordinates all aspects of on-site and off-site meetings and conferences as requested by CEO & other executives as required. Leads the SCS Indianapolis Holiday Party Committee.
• Prepares reports for SCS business meetings, including SCS board of director and budget meetings
• Conducts research to support decision-making, manage sensitive documents, and oversee special projects to support the CEO. Prepares routine and non-routine special reports including gathering and summarizing data
• Helps to coordinate activities for other executives as requested.
• Responsible for coordinating and maintaining customer non-disclosure agreements database as well as patent files and records, both hard copy and electronically. Assists with development & gathering of signed/executed non-disclosure agreement to generate an electronic database. Files hard copies of patent files and records and executed non-disclosure agreements.
• Composes and types letters and other correspondence as requested
• Coordinates complex calendars across time zones, prioritizing meetings and resolving conflicts to maximize executive productivity
• Manages the SCS Travel Program and Policy. Orchestrate domestic and international travel itineraries, including flights, accommodations, and ground transportation in support of executive management and designees while managing costs, schedules, etc.
• Maintains the SCS vehicle leasing program database, including mileage, approves lease payments and updates vehicle insurance information with vendor.
• Administrator of the SCS credit card program. Point of contact for the company credit card users. Reviews documents and approves the monthly statement for payment.
• Reviews and approves monthly payments to various vendors.
• Supports Finance with preparing and publishing monthly and yearly reports.
• Coordinates use of the Indianapolis company truck in compliance with SCS policies.
• Maintains Notary Public status in support of SCS business needs.
• Adheres to plant and corporate safety policies.
• May assist in other areas or perform other duties as required by fluctuating business needs.

ADDITIONAL FUNCTIONS AND RESPONSIBILITIES:

This position may supervise other administrative functions if required. If required, position will have following responsibilities:

• Interviewing, hiring, training, directing, rewarding and disciplining, developing an ongoing performance plan and appraising the work of others.
• Addresses employee inquiries, complaints and resolves problems by using appropriate resources/other departments to achieve results/answers.
• Ability to lead, motivate and develop personnel.

EDUCATION, CERTIFICATES, LICENSES, REGISTRATIONS AND/OR EXPERIENCE:

Bachelor's degree (B.A.) from a four-year college or university or equivalent with 5-8 years of experience in supporting senior leadership positions; or equivalent combination of education and experience. Notary Republic Certification required.

BASIC SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Advanced knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Carries out management responsibilities in accordance with the organization's policies and respective laws.
• Ability to manage and/or lead people, resources and multiple priorities.
• Ability to give and follow verbal and written instructions.
• Good interaction and team building skills.
• Present a professional attitude and handle confidential information according to SCS non-disclosure guidelines. A proven ability to handle highly sensitive information with discretion.
• Ability to work in a high paced and multi-tasked environment.