executive staff assistant

Waupaca Foundry

<div>Why Waupaca Foundry? 
Because it&rsquo;s much more than a job. It&rsquo;s a career that gives you a solid future for the rest of your life. Be proud of what you do. Work for an industry leader. And never stop striving to be the best you can. You&rsquo;ll be right at home at Waupaca Foundry.
Waupaca Foundry is committed to relentless improvement, forward-thinking sustainability initiatives, and providing a reliable experience to the millions who use products with castings every day. Our goal is to employ individuals who take pride in their work within a culture of continual innovation. 
Position Summary
 Acts as primary administrative support for the Executive Staff managing day-to-day operations such as calendar maintenance, incoming call management, travel arrangements, expense reporting, event organization; owns and organizes the Executive Leadership Team calendar representing the Company&rsquo;s Management System. Will work extensively with entire Executive Staff on tactical and strategic topics. Exercises exceptional discretion with confidential business, personnel, and governance information. Will interact with both customers and Board Members. Will act as gatekeeper for access to executive staff.
<div></div>Core Mandate<ul><li>
Advance and drive enterprise execution discipline.</li><li>
Deploy and maintain the management system that supports operational excellence.</li><li>
Enable CEO and Executive Staff effectiveness.</li><li>
Ensure tactical day-to-day delivery of corporate activities.</li></ul><div></div>
Key Responsibilities<ul><li>
Support day-to-day execution of corporate activities.</li></ul><ul><li>
Front line communication via email and phone.</li><li>
General office duties to include record keeping, document creation, supply ordering.</li><li>
Support active calendar maintenance for the Executive Staff.</li><li>
Manage visitors to Executive Staff.</li><li>
Maintain proficiency with executive productivity tools (Microsoft 365, Teams, SharePoint/HUB) and drive adoption of digital workflows across the executive office.</li></ul><div></div>
2. Travel Organization<ul><li>
Support travel arrangements while developing team use of corporate travel app</li><li>
Support expense reporting while developing team use of corporate expense reporting app.</li><li>
Ensure travel is coordinated for Executive Staff during group events (e.g. Board Meetings, Industry Events).</li><li>
Support international travel with understanding of travel visas and passport concerns as well as coordination with international customers.</li><li>
Interface with the organization to request and schedule use of AirWF.</li><li>
Manage WF Vehicle Fleet.</li></ul><div></div>
3. Event Organization<ul><li>
Support development of plan for various events (e.g. Townhalls, BoD Meetings, Ops Reviews).</li><li>
Support customer entertainment events (e.g. Packers games, Customer Dinners).</li><li>
Support interface with Industry Events (e.g. AFS Leadership Meeting, CastExpo, GIFA).</li><li>
Support events with catering and venue set up.</li></ul><div></div>
4. Develop and Manage the Executive Leadership Calendar / Corporate Management System<ul><li>
Ensure Management System Meetings are clearly identified on appropriate calendars and scheduled in appropriate rooms.</li><li>
Ensure the Management System Meeting Charters are up to date and available.</li><li>
Resolve any scheduling conflicts to ensure all required meetings are held.</li></ul><div></div>
5. Support communication with the broader organization<ul><li>
Ensure Executive Staff is on track with key communication (e.g. monthly communications, HUB postings, anniversary cards).</li><li>
Assist in communicating from organization to Executive Staff by establishing meeting/appointment request agendas.</li><li>
Preload pertinent documents to Executive Staff prior to any meetings to ensure effective use of time.</li></ul><div></div>
Key Deliverables / Success Measures<ul><li>
Smooth running office with meetings set and delivered.</li><li>
Calendar disruptions identified and resolved on timely basis.</li><li>
Clear communications with organization on expectations for meeting with Executive Staff.</li><li>
Well organized and smooth delivery of internal (BoD, Customer) and external (AFS, GIFA).</li></ul><div></div>
Qualifications
Experience<ul><li>
10+ years of managing/interacting with an Executive Staff.</li><li>
Preferred experience in manufacturing or multi-site operations.</li><li>
Proven track record of driving organization-wide execution.</li><li>
Prior experience working closely with a CEO or senior executive team.</li></ul><div></div>
Capabilities<ul><li>
Managing high energy and fast paced group with heavy demand on organization.</li><li>
Rapid adoption in face of changes to ensure continued best use of executive staff time.</li><li>
Firm expectations of both Executive Staff and team members accessing executive staff.</li><li>
Mastery of calendar management and rapid communication.</li><li>
Preferred Notary.</li></ul><div></div>
Leadership Traits<ul><li>
High ownership and accountability.</li><li>
Structured, disciplined, and detail oriented.</li><li>
Strong judgment and decision-making capability.</li><li>
Credibility and presence with senior leaders.</li><li>
Resilient, adaptable, and comfortable in ambiguity.</li></ul><div></div>
Reporting Structure<ul><li>
Reports to: CEO.</li><li>
Has strong reporting lines to broader Executive Staff.</li></ul><div> 
Travel Requirements</div><ul><li>
Infrequent travel to sites (&lt;10%).</li></ul><div> 
Work Environment</div><ul><li>
Typical office environment 90%.</li><li>
Production/manufacturing environment 10%.</li></ul> 
Waupaca Foundry is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability. 
We are proud to offer our employees:<ul><li>
Medical, Dental &amp; Vision Coverage</li><li>
Health Savings Account</li><li>
Long &amp; Short Term Disability</li><li>
Supplemental Life Insurance</li><li>
401k &amp; ROTH Retirement Savings Plan</li><li>
6% Employer Funded Retirement Plan</li><li>
10 Paid Holidays including Birthday</li><li>
Paid Vacation</li><li>
Free Family Fitness Membership</li><li>
Safety Glasses &amp; Shoe Allowance</li><li>
Tuition Reimbursement Program</li><li>
Internal Growth Opportunities</li></ul> 
Waupaca Foundry is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.</div>

Executive Staff Assistant

Solomon Page

<div>
 We are hiring an Executive Staff Assistant for a top fashion company in NYC!
 
 
 <ul>
 <li>
 Pay $28.85-$43.27/hr
 
 
 
 </li>
 </ul>
 
 Responsibilities:
 
 
 
 
 
 CALENDAR MANAGEMENT:
 
 
 
 <ul>
 <li>
 Maintain Design Executives&rsquo; schedules
 </li>
 <li>
 Arrange meeting requests with internal and external customers, ensuring that no meetings are double booked.
 </li>
 <li>
 Manage scheduling and coordination of milestone meetings, team meetings, and individual meetings for Executives with a clear sense of urgency and accuracy. Take ownership for ensuring prioritization is clear and executed against.
 
 
 
 </li>
 </ul>
 
 TRAVEL &amp; EXPENSES:
 
 
 
 <ul>
 <li>
 Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines
 </li>
 <li>
 Book and coordinate all travel for Design Executives.
 </li>
 <li>
 Take ownership for ensuring travel &amp; expense challenges are addressed and acted on in a timely manner.
 
 
 
 </li>
 </ul>
 
 COMMUNICATION &amp; DOCUMENTATION
 
 
 
 <ul>
 <li>
 Prepare requested presentations and other forms of communication to internal and external Business Partners
 </li>
 <li>
 Update confidential reports/materials as directed &amp; Create/prepare materials for key milestone meetings
 </li>
 <li>
 Handle proprietary and non-routine information with confidentiality
 </li>
 <li>
 Understand and execute against priorities, where not clear seek to understand
 
 
 
 </li>
 </ul>
 
 PRIORITIZATION &amp; TIME MANAGEMENT
 
 
 
 <ul>
 <li>
 Ability to work in a fast-paced and deadline-oriented environment
 </li>
 <li>
 Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail.
 </li>
 <li>
 Proactively communicate with team to ensure they are statused against their requests and aware of conflicting priorities
 
 
 
 </li>
 </ul>
 
 General Design Responsibilities
 
 
 
 <ul>
 <li>
 Answer and screen all incoming media related calls and emails, and handle appropriately
 </li>
 <li>
 Timesheet approval for hourly Design associates
 </li>
 <li>
 Manage PTO calendar for Design Executives
 </li>
 <li>
 Order office supplies for design department
 </li>
 <li>
 Maintain updated department contact list
 </li>
 <li>
 Eform submittal and approval
 
 
 
 </li>
 </ul>
 
 Required Qualifications:
 
 
 
 <ul>
 <li>
 Associate&rsquo;s degree or commensurate experience required
 </li>
 <li>
 2+ years previous, relevant experience
 </li>
 <li>
 High degree of proficiency MS Office Suite, Outlook &amp; Internet applications
 </li>
 <li>
 Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills
 </li>
 <li>
 Strong verbal and written communication skills
 </li>
 <li>
 Strong prioritizing, interpersonal, problem-solving, &amp; planning skills
 </li>
 <li>
 Demonstrated collaborative skills and ability to work well within a team
 </li>
 <li>
 Ability to work in a fast-paced and deadline-oriented environment
 </li>
 <li>
 Self-motivated with critical attention to detail, deadlines and reporting.
 
 
 
 </li>
 </ul>
 If you meet the required qualifications and are interested in this role, please apply today.
 
 
 
 The Solomon Page Distinction
 
 
 
 Solomon Page offers a comprehensive benefit program for hourly employees. We pride ourselves on offering medical, dental, 401(k), direct deposit and commuter benefits to our employees, including freelancers - which sets us apart in the industries we serve.
 
 
 
 About Solomon Page
 
 
 
 Founded in 1990, Solomon Page is a specialty niche provider of staffing and executive search solutions across a wide array of functions and industries. The success of Solomon Page reflects an organic growth strategy supported by a highly entrepreneurial culture. Acting as a strategic partner to our clients and candidates, we focus on providing customized solutions and building long-term relationships based on trust, respect, and the consistent delivery of excellent results. For more information and additional opportunities, visit: solomonpage.com and connect with us on Facebook, and LinkedIn.
 
 
 Opportunity Awaits.
 
 
</div>

Mercy Cedar Rapids

<div>Work Shift
Day
Scheduled Weekly Hours
40
Summary
The Board &amp; Legal Executive Assistant supports Mercy's mission by providing executive administrative support and project coordination for the General Counsel and administrative support to the Legal/Compliance/Internal Audit department. Additionally, the Board &amp; Legal Executive Assistant coordinates with the General Counsel and President &amp; CEO on all activities related to the Board of Trustees and related committees of the organization. The Board &amp; Legal Executive Assistant is responsible for planning meetings, generating reports, meeting minutes and materials, archiving board and corporate records, conducting research and communicating with board members and the executive team regarding board and committee related activities. The Board &amp; Legal Executive Assistant works closely with the Board of Trustees and committee members to achieve organizational goals.
Job Description
Job Duties/Essential Functions<ul><li>
Job Duties<ul><li>
Coordinates projects and provides executive administrative support to the General Counsel and the Legal/Compliance/Internal Audit department.</li><li>
Manages calendar for General Counsel and schedules meetings and appointments.</li><li>
Monitors Mercy&rsquo;s Compliance Hotline and transcribes messages.</li><li>
Facilitates the smooth flow of accurate communication intradepartmentally, interdepartmentally and externally.</li><li>
Tracks Board and Committee membership and terms.</li><li>
Creates master Board and Committee meeting schedule and annual calendar. Sends meeting invitations to trustees, executives and assistants.</li><li>
Reserves and sets up meeting rooms and coordinates audio/visual equipment and catering. Facilitates speaker presentations.</li><li>
Serves as administrator for BoardEffect and provides training on BoardEffect, standards of work and consistency in board materials.</li><li>
Coordinates Board and Committee meeting books and materials. Posts agendas and other meeting documents to BoardEffect.</li><li>
Prepares for the Board&rsquo;s Annual Meeting, including sending notification of annual board meetings two weeks in advance.</li><li>
Maintains electronic files of all articles and bylaws, board books, charters and workplans.</li><li>
Coordinates special events (board retreat, recognitions and emeritus events).</li><li>
Coordinates annual Conflict of Interest forms with General Counsel.</li><li>
Distributes publications to Board.</li><li>
Addresses internal requests for board information.</li><li>
Manages electronic devices for board members (iPads).</li><li>
Manages access for and use of Neuhaus Boardroom.</li><li>
Takes minutes at Board, Committee and departmental meetings.</li><li>
Greets and directs customers, patients, physicians, community leaders, Board members, general public, staff and visitors.</li></ul></li><li>
Follows Mercy's safety guidelines, carries out job-specific safety duties and responsibilities, and promptly reports any unsafe conditions, situations, incidents and injuries.</li></ul>
Knowledge, Skills and Abilities<ul><li>
Proficient in Microsoft Office products including MS Word, Excel, PowerPoint, Outlook and Internet research skills.</li><li>
Proficient in Board Effect or other electronic board portal product.</li><li>
Operates normal office equipment, e.g. fax machine, multi-line telephone system and copier/scanner.</li><li>
Excellent written and verbal communication skills that include grammar, spelling, punctuation and proofreading.</li><li>
Excellent public relations, human relations and conflict resolution skills - exemplifies The Mercy Touch.</li><li>
Excellent organizational, time management and analytical skills.</li><li>
Demonstrates project coordination.</li><li>
Critical thinking and attention to detail. Exhibits good judgment.</li><li>
Identifies quality improvement opportunities.</li><li>
Manages confidential information with discretion and diplomacy.</li><li>
Commitment to life-long learning, e.g., willingness to learn/upgrade skills related to duties.</li><li>
Ability to communicate effectively and professionally with hospital staff, physicians, Board members, community leaders and the general public.</li><li>
Flexibility and dependability, works well with a wide variety of individuals and leadership styles.</li><li>
Ability to work with minimal to no supervision.</li><li>
Initiative-taker; ability to initiate projects, plan own activities and make decisions within the framework of the responsibility and authority of the job.</li></ul>
Professional Experience<ul><li>
Minimum of four years administrative/executive assistant experience required.</li><li>
Previous experience providing Board administration preferred.</li><li>
Previous experience working with CEO and executive team preferred.</li></ul>
Education<ul><li>
Associates degree or higher preferred.</li></ul>
Licensure, Certification, Registration<ul><li>
None</li></ul>
Pay Rate Type
Hourly
Mercy is an independent, community-based organization supporting the Cedar Rapids area for over 120 years.
Mercy is an equal-opportunity employer. We value diversity, equity, and inclusion and therefore evaluate qualified applicants without regard to race, color, ethnicity, ancestry, sex, sexual orientation, gender identity, marital status, civil union status, parental status, religion, national origin, age, disability, veteran status, and other legally protected characteristics.</div>

Executive Assistant, Board & Legal

State of Oklahoma

<div>Job Posting Title
Executive Assistant
Agency
060 OK DEP AEROSPACE &amp; AERONAUTICS
Supervisory Organization
Dept of Aerospace &amp; Aeronautics
Job Posting End Date
Refer to the date listed at the top of this posting, if available. Continuous if date is blank.
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.
Estimated Appointment End Date (Continuous if Blank)
Full/Part-Time
Full time
Job Type
Regular
Compensation
$45,000 - $65,000
Job Description
<h1 class="jobSectionHeader">Basic Purpose
</h1>Under the direct supervision of the Executive Director this position provides professional administrative and technical clerical support for the Executive Director and staff . The Executive Assistant will perform duties that include but are not limited to the essential job duties set forth below. Independent judgment is required to plan, prioritize and organize a diversified workload.
<h1 class="jobSectionHeader">Typical Functions
</h1><ul><li>Serve as the receptionist at the front desk to greet and screen office visitors and direct to appropriate personnel as required.
</li><li>Answer and screen all incoming calls; direct calls to appropriate personnel; arrange conference calls and virtual meetings; and provide information to staff and the general public regarding functions of the Department and Commission.
</li><li>Schedule, organize and coordinate complex activities such as meetings, speaking engagements, travel, conferences and activities for the Executive Director .
</li><li>Monitor the Executive Director's email and respond to inquiries as necessary and posts all appointments to the Executive Director's calendar.
</li><li>At times, will prepare drafts of general correspondence, e-mails, memorandums and assist in preparation of presentation materials for meetings and speaking engagements for the Executive Director.
</li><li>Arrange and coordinate travel schedule and reservations for the Executive Director including preparing and filing travel claims.
</li><li>Organize and maintain a filing system for the Executive Director; file correspondence and records relating to office functions.
</li><li>Receive, open and distribute all incoming mail and prepare outgoing mail (including certified mail) as requested.
</li><li>State PCard holder and perform the duties associated with being a PCard holder, primarily travel arrangements and registrations.
</li><li>May conduct basic research, create and develop information for visual presentations for the Executive Director as needed.
</li><li>Proofread for spelling, grammar and layout and make appropriate changes. Responsible for accuracy and clarity of final documents which may be in Word, Adobe PDF, Excel, PowerPoint or other similar applications.
</li><li>Serve as assistant to the nine-member governing Commissions of the Department and the Oklahoma Space Industry Development Authority, including preparing agendas and meeting packets for Commission and Board meetings, communicating with Commissioners and Board Members in compliance with the Oklahoma Open Meeting Act, performing roll call and recording votes, and taking official minutes.
</li><li>Serve as a notary for the agency.
</li><li>Maintain conference room for all agency meetings and prepare IT equipment and other documents for meetings that involve the Executive Director.
</li><li>Perform business-related errands for the agency as necessary.
</li><li>Assist with other duties as assigned.
</li></ul><h1 class="jobSectionHeader">Education and Experience 
</h1> 
Bachelor's degree in Public or Business Administration or closely related field and 2 years of experience in a secretarial, clerical or office assistant position OR 4 years of experience in a secretarial, clerical or office assistant position. An equivalent combination of education and experience may be substituted in lieu of a degree.
<h1 class="jobSectionHeader">Knowledge, Skills, Abilities and Competencies
</h1><ul><li>Strong computer skills including Microsoft Word, Excel, PowerPoint, Outlook, Teams, and Zoom.
</li><li>Ability to handle confidential information with utmost discretion.
</li><li>Punctuality, good organizational skills and the ability to multi-task.
</li><li>Skill in business communications, including grammar, punctuation, and spelling.
</li><li>Ability to establish and maintain effective working relationships with other employees and the public; to exercise tact, courtesy and initiative.
</li><li>Ability to interpret and handle routine decisions in accordance with agency policy and to follow oral and written instructions.
</li><li>Familiarity with general office equipment and processes, including use of a copier/printer/scanner, label-maker, and multi-line phone system.
</li><li>Knowledge and understanding of the Oklahoma Open Meeting Act and Oklahoma Open Records Act along with Robert&rsquo;s Rules of Order.
</li><li>Conscientious commitment and willingness to provide courteous, consistent, efficient service through the performance of the prescribed job duties.
</li><li>Professional appearance and presentation is essential.
</li></ul>Equal Opportunity Employment
The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.
Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .
If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:
Agency Contact</div>

Executive Assistant

OAKLEAF SURGICAL HOSPITAL

<div>Application Deadline: 06/14/2026

Job Summary:

The Executive Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role is responsible for coordinating executive communications, managing complex schedules and meetings, supporting contract administration and compliance activities, and leading key organizational events and initiatives. The Executive Assistant serves as a central point of coordination across departments, providers, and external partners, exercising strong judgment, discretion, confidentiality, and professionalism.

Hours:
<ul>
<li>Full-Time</li>
<li>8-hour shifts</li>
<li>Monday-Friday</li>
</ul>
Essential Functions:

Executive Support
<ul>
<li>Coordinate meetings on behalf of the Chief Executive Officer</li>
<li>Plan and execute quarterly Governing Board meetings, including agenda development, document preparation, minutes, logistics, and communications</li>
<li>Draft and distribute communications on behalf of the Chief Executive Officer in collaboration with the communications contact</li>
<li>Support physician shareholder relations, including maintaining accurate records, coordinating communications, facilitating meetings, and liaising with legal counsel and leadership</li>
<li>Assist with administrative compliance activities in partnership with the Facility Compliance Officer, including tracking non-monetary compensation and managing physician contract attestations</li>
<li>Prepare agendas, coordinate logistics, and document minutes for Leadership and All Staff meetings, including virtual participation and recordings</li>
</ul>
Contract Management
<ul><li>Serve as liaison between leadership and legal counsel regarding contract expirations, renewals, and related matters</li>
<li>Partner with Quality to determine contract requirements for quality metrics and evaluations</li>
<li>Communicate quality metric expectations for new contracts to leadership</li>
<li>Coordinate and actively participate in monthly contract call meetings</li>
<li>Maintain and distribute monthly service contract tracking spreadsheets</li>
<li>Distribute and track completion of annual contract evaluations</li>
<li>Process contract terminations, including certified mail notifications and documentation upload to the contract management system</li>
</ul>
Event Coordination
<ul>
<li>Plan and support organizational events, including, but not limited to, Annual Medical Staff Meeting, Christmas, Company Picnic, Hospital Week, Halloween, Doctor&rsquo;s Day, and provider holiday events</li>
<li>Coordinate event logistics such as venue booking, food and beverage, d&eacute;cor, entertainment, communication coordination, and gifts</li>
<li>Manage retirement recognition events, including coordination of event, communication, and gift arrangements</li>
<li>Plan and facilitate monthly employee birthday lunches, including coordinating communications, RSVPs, recognition items, and refreshments</li>
<li>Coordinate bereavement memory stones in accordance with Human Resources policy</li>
</ul>
Administrative
<ul><li>Maintain and distribute the monthly telephone directory</li>
<li>Manage and update provider call schedules and Administrator on Call schedules within calendar and secure messaging platforms</li>
<li>Coordinate organizational travel, including hotel, flight, and rental car arrangements</li>
<li>Annually update hotel discounts and publish updates to the organization&rsquo;s website</li>
<li>Support mailing activities, including certified mail, special mailings, and daily monitoring of offsite mailboxes with scanning and distribution to appropriate parties</li>
<li>Serve as primary contact for specialty chief reimbursements and submit to Finance</li>
<li>Monitor social media messages and inquiries daily in collaboration with the communications contact</li>
</ul>
Perform other duties as assigned

Knowledge, Skills &amp; Abilities:
<ul>
<li>Quality assurance and accreditation standards</li>
<li>Discretion and strict confidentiality when managing sensitive records, conversations, and organizational data</li>
<li>Effective English communication in verbal and written format</li>
<li>Quality work including attention to detail and accuracy</li>
<li>Intermediate computer proficiency</li>
<li>Carry out organization&rsquo;s customer service standards</li>
<li>Prioritize tasks effectively through managing workload based on urgency and importance</li>
<li>Capacity to work independently and as part of a multidisciplinary team</li>
<li>Continuously learn and improve through staying up to date on job specific trends, policies and new technologies</li>
<li>Successfully demonstrate organization-wide performance review competencies</li>
</ul>
Qualifications:
<ul>
<li>Demonstrates eligibility for employment in the U.S.</li>
<li>Associate&rsquo;s degree in administrative assistant, executive office administration, business office technology or related field of study preferred</li>
<li>Two (2) years of executive assistant, office administration, paralegal or other related experience required</li>
<li>Must possess a cell phone that interfaces with the organization&rsquo;s secure messaging system</li>
</ul>
Benefits:
<ul>
<li>Comprehensive health, dental, and vision insurance</li>
<li>Health Savings Account with an employer contribution</li>
<li>Company paid life insurance</li>
<li>Free meals</li>
<li>PTO</li>
<li>401(k) retirement plan with 4% company match</li>
<li>Tuition reimbursement</li>
<li>Wellness reimbursement</li>
</ul>
Equal Employment Opportunity &amp; Work Force Diversity

Our organization is an equal opportunity employer and will not discriminate against any employee or applicant for employment based on race, color, creed, sex, religion, marital status, age, national origin or ancestry, physical or mental disability, medical condition, parental status, sexual orientation, veteran status, genetic testing results or any other consideration made unlawful by federal, state or local laws. This practice relates to all personnel matters such as compensation, benefits, training, promotions, transfers, layoffs, etc. Furthermore, our organization is committed to going beyond the legal requirements of equal employment opportunity to take positive actions which ensure diversity in the workplace and result in a multi-cultural organization.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
Equal Opportunity Employer 
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.</div>

Spartronics

Job Description: Executive AssistantLocation: Headquarters - Fairport, NY (290 Woodcliff Drive, Suite 101A) Reports To: Chief Executive Officer / Executive Team Job Type: Full-time (On-site)About SpartronicsSpartronics is a leading provider of product design and manufacturing services, specializing in high-mix, low-volume production for complex electronic and electromechanical devices. We serve critical industries, including medical, aerospace, defense, and space applications. Our mission is to provide world-class manufacturing solutions with a commitment to quality and integrity.About the OpportunitySpartronics is seeking an experienced, proactive, and discreet Executive Assistant (EA) to provide comprehensive, high-level administrative support to our CEO and Senior Executive Team at our Fairport, NY headquarters. This role acts as a trusted partner, managing complex schedules, prioritizing critical tasks, and facilitating smooth communication across our manufacturing sites.Key Responsibilities<ul><li>Executive Support &amp; Scheduling: Manage complex, dynamic calendars for the CEO and key executives, resolving conflicts and prioritizing meetings, often across multiple time zones.</li><li>Communication Liaison: Act as the primary point of contact between executives, internal staff, and external partners/board members. Draft correspondence, manage emails, and handle sensitive information with extreme discretion.</li><li>Travel &amp; Expense Management: Coordinate extensive domestic and international travel, including itineraries, visas, and accommodation. Prepare and reconcile expense reports accurately.</li><li>Meeting Preparation: Organize Board of Directors meetings, executive staff meetings, and town halls. Create agendas, prepare presentations (PowerPoint), take minutes, and track follow-up actions.</li><li>Operational Support: Assist with special projects, research, and data analysis to support strategic decision-making. Organize site visits and events.</li><li>Office Management: Ensure the executive office runs efficiently, including managing office supplies, vendor relationships, and welcoming VIP guests.</li></ul>RequirementsRequired Qualifications<ul><li>Experience: 5+ years of experience supporting C-suite executives, preferably within a manufacturing, technology, or aerospace industry.</li><li>Education: Bachelor&rsquo;s degree in Business Administration, Communications, or a related field required</li><li>Technical Skills: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms (Zoom, Teams). Knowledge of SAP Concur is a plus.</li><li>Judgment: Proven ability to handle highly confidential and sensitive information with absolute discretion.</li><li>Communication: Exceptional written and verbal communication skills, with a professional demeanor.</li></ul>Desired Attributes<ul><li>Proactive Mindset: Ability to anticipate needs before they arise and take initiative.</li><li>Organizational Skills: Strong attention to detail and ability to manage multiple priorities simultaneously in a fast-paced environment.</li><li>Problem-Solving: Strong critical thinking and ability to adapt to changing priorities.</li></ul>Travel Requirements- Up to 10% travel expectedWhy Join Us?At Spartronics, you will play a key role in supporting the growth of a company enabling critical technological advancements. We offer competitive pay, comprehensive benefits, and a collaborative work environment.Compensation:This is an exempt level position with a salary range of $75,000-$85,000 annually. Compensation is based on previous Executive Assistant experience, education, and prior experience in the Manufacturing, Technology, or Aerospace industries.Our Benefits:<ul><li>Medical, Dental, and Vision Insurance Plans.</li><li>HSA/FSA Options.</li><li>401(k) with company match.</li><li>Paid holidays and paid time off (PTO) promote a healthy work-life balance and improve overall well-being.</li><li>Company-paid life and disability insurance equal to one times your annual salary, with options to increase coverage amounts.</li><li>Basic Short-Term and Long-Term Disability insurance (company paid), with options to increase coverage amounts.</li><li>Voluntary insurance plans at a group discount.</li><li>Employee Assistance Program.</li><li>Tuition Reimbursement Program.</li><li>Opportunities to grow and excel in the Electronics Manufacturing industry at a company that values promotions and learning from within. Every day is different, challenging, and rewarding</li></ul>How to ApplyReady to take the next step in your career? Please submit your resume and a cover letter outlining your relevant experience and why you are the ideal candidate for this role.Spartronics is an equal opportunity Employer/Veteran/Disabled 41 CFR 60-1.4. We comply with federal Affirmative Action guidelines in all employment opportunities for qualified employees and applicants. We encourage applications from candidates of all backgrounds and experiences.Pay: $75,000.00 - $85,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Retirement plan</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Ability to Commute:<ul><li>Fairport, NY 14450 (Required)</li></ul>Work Location: In person

Hapag-Lloyd AG

<div><div>Description</div>
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At Hapag-Lloyd, we will support the further development of your skills in our culturally diverse, stimulating environment as you help us grow our customer base. We are seeking a dynamic and proactive Executive Assistant to provide comprehensive support to our executive team by applying advance skills, serving as a resource in the resolution of complex non-routine problems and issues. They may orient, train and check work of other team members. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks with efficiency. This role involves providing executive-level administrative support, including scheduling, event planning, travel coordination, and expense management.
</div><div>CorporateDescription</div>
<div></div><div>OrganizationDescription</div></div><div></div>
 <div><div>Qualifications</div>
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<ul><li>Associate degree and 3 years&acirc;&euro;&trade; experience as Executive Assistant working with C-Suite or SVP.
</li><li>Proven experience as an executive assistant or in a similar administrative role supporting senior management.
</li><li>Excellent organizational and time management skills, with the ability to prioritize tasks effectively.
</li>Strong communication and interpersonal skills, with the ability to interact professionally with internal and<li> stakeholders.
</li><li>Proficiency in Microsoft Office Suite and other relevant software applications.
</li><li>Attention to detail and a high level of accuracy in all work.
</li><li>Ability to maintain confidentiality and handle sensitive information with discretion.
</li><li>Flexibility and adaptability to work in a fast-paced environment and handle multiple tasks
</li><li>This position is located in the United States and requires eligibility to work in the US and completion of the employment eligibility form required under federal law upon hire.
</li></ul>The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the incumbent is regularly required to sit, talk and hear. The incumbent regularly uses hands and fingers in the course of daily job duties, including the use of a personal computer. The vision requirement includes close vision. May incur mental stress due to time deadlines. May need to lift up to 15 pounds at times.</div></div>
 <div><div>Responsibilities</div>
<div><ul><li>Sr. Management Support: Provide high-level administrative support to Senior Executives, including managing correspondence, handling phone calls, and prioritizing meetings and tasks.
</li><li>Scheduling Meetings: Coordinate and schedule meetings, appointments, and conferences, ensuring optimal use of executive time and resources.
</li><li>Expenses for Sr. Management: Process and track expense reports for Senior Executives, ensuring accuracy, compliance with company policies, and timely reimbursement.
</li><li>Office Lunches: Organize and oversee office lunches, including coordinating catering orders, setting up dining areas, and managing budgets.
</li><li>Travel Planning: Handle all aspects of travel planning for executives, including booking flights, accommodations, ground transportation, and creating detailed itineraries.
</li><li>Conference Planning: Assist in planning and coordinating conferences, seminars, and other business events, including registration, logistics, and material preparation.
</li><li>Car Maintenance Coordination: Manage the coordination of car maintenance tasks for Senior Executives, including scheduling car washes, servicing, and repair visits.
</li><li>Car Services for Guests: Arrange transportation services for guests as needed, ensuring their comfort and convenience during their visit.
</li><li>Maintain Inventory of Office Supplies: Monitor and replenish office supplies for the department, ensuring adequate stock levels and efficient use of resources.
</li><li>Support HR with Company events: Assist the HR department in planning and organizing holiday parties, picnics, and other company events, including venue selection, logistics, and coordination of activities.
</li><li>Maintain Power of Attorneys: Maintain records and documentation related to Power of Attorneys for relevant staff members, ensuring accuracy, completeness, and compliance with legal requirements.
</li><li>Backup for Other Executive Assistants: Provide backup support for other executive assistants during their absence, ensuring continuity of administrative functions and seamless operation of the department.</li></ul></div></div>

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