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NMG Aerospace · 2 months ago

Part-Time Executive Administrative Assistant

Stow, OH

Part-time

Onsite

New Grad, Entry Level

NMG Aerospace is a company seeking a Part-Time Executive Administrative Assistant to provide personal administrative support to the ownership and executive staff. The role includes high-level administrative tasks such as managing schedules, preparing presentations, and coordinating travel arrangements.

AerospaceManufacturing

Responsibilities

Assist with managing and maintaining executives’ schedules and clerical support needs as required

Open, sort, and distribute incoming correspondence, including website email, faxes and regular mail for CEO/Chairman of the Board

File and retrieve corporate documents, reference materials, records, and reports

Log new data and maintain existing data and documents for special projects

Greet visitors and callers and determine whether they should be given access to specific individuals

Prepare and edit correspondence, communications, presentations proposals, contracts, and other documents

Record, transcribe and distribute meeting minutes

Coordinate travel arrangements for all personnel. Includes: flights, accommodations (hotels and company managed), transportation (rentals and company managed), etc

Review rate schedules for local hotels and car rental agencies, negotiate and renew rates as needed

Maintain and support airline contracts (i.e. Southwest Airlines)

Obtain and maintain travel profiles and passports for employees

Maintain travel credit cards and documentation, review, reconcile and approve billing statements

Maintain company vehicle records (mileage logs, scheduled usage, and maintenance needs)

Provide support during off hours for out-of-town travelers as needed

Schedule maintenance for Ohio Company vehicles

Schedule NMG properties for NMG personnel

Schedule cleaning for 811 Hollywood Corporate apartment

Stock apartment with supplies

Plan and arrange conference calls and meetings (onsite and offsite) as needed to support business needs such as Advisory Board Meetings, Quarterly Compass Meetings or general business projects and programs

Arrange for refreshments, lunches, audio/visual equipment, etc. as needed

Provide support for company telephone system as needed

Provide back-up support for receptionist as needed to cover time-off, breaks, or other business needs

Maintain administrative meeting spaces to ensure supplies are stocked and rooms are kept clean, organized and professional at all times

Assist with customer/professional relations as needed and requested

Coordinate site visits

Coordinate correspondence, including holiday card distribution

Assist company ownership and Family as requested in support of other business entities related to properties, equipment, and community relations, etc

Handle Corporate and Family Cell Phone account (currently Verizon)

May be required to drive at times their own vehicle or company vehicle to transport travelers, pick up items for the office, food for lunches, etc

Provide support for Lean manufacturing and continuous improvement initiatives, companywide

Other duties, reporting, special assignments, or projects as needed and assigned

Must remain current with, and complete all required training as assigned

Must adhere to Company Corporate EHS Policy and department, occupation, and task specific safety protocols, including but not limited to Personal Protective Equipment (PPE) requirements

Provide assistance to the Family CPA when needed

Provide assistance to the Family when needed

Qualification

Calendar managementMS OfficeConfidentialityTravel arrangementsPresentation creationMS ProjectQuickBooksInterpersonal communication

Required

Demonstrated ability to maintain strict confidentiality when handling sensitive information

Excellent calendar management skills, including the coordination of complex meetings using current technology (MS Outlook, etc.)

Strong interpersonal communication skills: with the ability to effectively interact with all levels in the organization

Experience creating professional presentations and supporting documentation

Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook; experience with MS Project and QuickBooks preferred

Experience scheduling travel arrangements, domestically and internationally

Must submit to and satisfactorily pass any pre-employment screening required for employment with the Company

Must take medical exams required by law, in conjunction with occupation specific activities, the physical work environment, and ongoing industrial hygiene sampling results

Depending on assignment, may be required to use stairs, remain upright and/or seated for prolonged timeframes, intermittently reposition the body per various tasks performed, and use various tools and work-related supplies

May be required to perform manual lifting activities, not to exceed a 40lb lift performed by one individual

High School Education/GED required