Executive Assistant & Office Coordinator (Administrative)
Job Summary
Neenah Foundry is seeing a highly motivated, organized and professional Executive Assistant & Office Coordinator to provide on-site, top-tier support to senior leadership and manage day-to-day operations of our Dallas office. Acting as the primary point of contact for internal and external stakeholders, the Executive Assistant & Office Coordinator will handle a wide range of executive support, operational coordination, and administrative responsibilities in a fast paced, high-performing environment.
This role requires someone who is proactive, resourceful, and able manage multiple priorities with a high degree of confidentiality and discretion.
Essential Functions
Job duties may change over time and additional job functions may become essential. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Provide a variety of high-level support to the executive team including daily administrative tasks, managing an active calendar of appointments, completing expense reports, arranging complex and detailed travel plans, itineraries, agendas and preparing documents for meetings.
- Draft and edit correspondence, reports, presentations and proposals.
- Track deadlines, tasks, and key priorities for executives.
- Assist the board secretary with board meeting prep, filing minutes, and assisting with follow-up on open-action items.
- Prepare meeting agendas, presentations, and materials
- Oversee day-to- day office operations, supplies, equipment and vendor relations.
- Ensure the office environment remains clean, organized and functional.
- Serve a primary liaison with IT, Facilities, HR Support, and service providers.
- Coordinate onboarding/offboarding of employees with HR (Keys, equipment, workspace, parking).
- Manage office events and meetings, setting up rooms, ordering and delivering lunches, coordinating travel for offsite visitors as necessary.
- Run occasional off-site errands such as picking up supplies, catering or event materials.
- Drive to and from meetings, events or airports for executive team or board members as needed.
Expected Areas of Competence (KSAs)
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board Members and external partners.
- Ability to work independently and with professional discretion.
- Exceptional skills in writing, editing, grammar, organization, and research, with strong attention to detail and clarity. Highly organized, resourceful, and capable of handling sensitive information.
- Advanced Microsoft Office skills, with an ability to become familiar with Company-specific programs and software.
- Ability to make authorized purchases on behalf of executives or the company using a corporate credit card.
- Experience with expense management systems (e.g., Concur, Expensify, SAP, etc.)
- Excellent time management and problem-solving skills.
This position description is intended to cover the most significant, ongoing job functions and competency areas. Successful performance in the role will require performing satisfactorily other duties as assigned.
Education and Experience Requirements
- Bachelor's Degree in related field or equivalent experience preferred.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail required.
- Three + years providing support for upper-level management is required
- Valid driver's license required.
Physical Requirements
Sedentary work. Exerting up to 30 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
The worker must be able to access, analyze and otherwise work with, enter information stored in or obtained through the company's computer system, and to communicate effectively with co-workers and third parties who have business dealings with the company's operations.
Travel Requirements
Limited travel may be required.
Candidates for positions with Neenah Foundry Company and its subsidiaries must be legally authorized to work in the United States. Verification of employment eligibility will be required at the time of hire. All offers of employment will be conditioned upon successful completion of a post-offer, pre-hire background check and drug screen. Visa sponsorship is not available for this position.
Neenah Foundry Company and its subsidiaries is an equal opportunity employer, and applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, veteran status, disability status or national origin.
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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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.
