Executive Assistant to the CEO

JOB DESCRIPTION

OVERVIEW

The Olander Company, Inc. is a full-line distributor of standard and metric fasteners, including commercial and specialty fasteners, precision hardware, electromechanical components, tools, adhesives, and wire management products. We have been proudly serving the Silicon Valley since 1962 and are proud to serve over 45 different countries as well. As a family run business, we believe our employees are a valuable part of our family, and we are seeking an Executive Assistant to the CEO as an essential part of that family work environment.

JOB SUMMARY

• Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship.
• The Executive Assistant serves as the primary point of contact, and facilitates communication for internal and external constituencies on all matters pertaining to the Office of the CEO.
• Communicates directly, and on behalf of the CEO to the senior management and/or employees, as well as to external contacts.
• The Executive Assistant also serves as a liaison to the senior management teams.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL FUNCTIONS

• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Managing an extremely active calendar of appointments; completing expense reports; reading, monitoring and responding to emails; preparing presentations; composing and preparing correspondence that is sometimes confidential; organizing and scheduling appointments and meetings and set up reminders, arranging complex and detailed travel plans, itineraries, agendas and minutes; compiling documents for travel-related meetings; coordinating events and meetings, including our biannual company meetings; and maintaining filing (HR, CEO, etc.) as needed.
• Plans, coordinates and ensures the CEO’s schedule is followed and respected.
• Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Must possess strong creative professional writing skills and translate ideas and communication from the CEO into professional written mediums.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Prepare and deliver required and requested reports including monthly Commissions and Payroll reports.
• Manage and review filing and office systems as well as update and maintain office policies and research.
• Facilities help; Assist Facilities department, working knowledge of office equipment, printers, fax machine, etc.
• Company events: Planning and organizing meetings, parties, and events as needed.
• Work with manager to set your Incentive Goals, create Action Steps, achieve these goals and complete quarterly Dashboard reports.
• Process paperwork for Incentive Goals and Incentive Plan payouts (for all departments)
• Act as liaison between CEO and external consultants (including insurance brokers, attorneys, benefits administrators, HR consultants).QUALIFICATIONS

• Bachelor’s Degree preferred, and minimum 5-7 years of Executive Administrative experience.
• Ability to work and to interact with customers and employees while demonstrating tact, sensitivity, discretion, and professionalism.
• Knowledge of office management systems and procedures.
• Must have strong MS Office skills (Excel, PowerPoint, Word, Outlook), Adobe Acrobat.
• Strong organizational skills with the ability to maintain a realistic balance among multiple priorities.
• Ability to work with highly confidential information with professionalism and discretion.
• Excellent communication and customer service skills as well as excellent written and verbal communication skills.
• Excellent time management skills and the ability to prioritize work.
• Look for opportunities for continuous improvement.
• Maintain professionalism & exercise good judgement in all activities.
• Maintain a courteous, clean, professional image.
• Keen attention to details.
• Be a role model for company culture.

Work Location:

• One location

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Retirement plan
• Paid time off
• Parental leave

This Job Is:

• A job for which all ages, including older job seekers, are encouraged to apply
• Open to applicants who do not have a college diploma