Executive Assistant

Position Summary

The Executive Assistant will provide high-level administrative support to the Chief Operating Officer and other senior staff. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, edit presentations, complete expense reports for the COO. Also creates badges for new employees and other documents for senior staff.
• Greet and direct visitors with a positive attitude. Maintain security by following procedures; issue visitor badges and ensure the sign-in log is maintained.
• Notify employees when guests arrive and ensure the appropriate conference room is prepared including assisting with outside vendors such as Iron Mountain.
• Answer and transfer incoming calls in a professional manner.
• Arranges travel accommodations for COO.
• Schedules and attends meetings on behalf of COO and senior leadership including taking notes and recording minutes.

• Receives incoming communication or memos on behalf of senior staff, reviews contents, 
• determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies and orders holiday gift arrangements.
• Coordinate Birthday Cards distribution for employees (obtain a monthly birthday list from 
• accounting, purchase cards, have COO signed and distribute card to each employee or their 
• managers). 
• Open all incoming mail and distribute to appropriate recipients.
• Prepare and mail checks received; attach memos to checks as needed.
• Coordinate catering or food pick up for guests visits as needed.
• Update internal phone contact list and office layout spreadsheet when employees join or leave organization. This list will be audited quarterly.
• Obey all safety rules, use caution in work activities, and continuously practice safe behaviors.
• Immediately report unsafe conditions/behaviors and work-related injuries to site supervision.
• Performs other related duties as assigned.

Qualifications

Required

• Minimum of 1 year of experience as an Executive Assistant or similar role, providing high-level administrative support to COO.
• Experience in managing complex schedules, arranging travel, and coordinating meetings.

• Strong proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience in financial reporting and project management is preferred.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with all levels of the organization.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong organizational skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Ability to work independently and proactively, with minimal supervision.
• Flexibility to work outside of regular business hours when needed.
• Strong attention to detail and accuracy.
• Ability to adapt to changing priorities and work in a fast-paced environment.

An Affirmative Action / Equal Opportunity Employer

Proterial Cable America, Inc. provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. As a Federal Contractor, we encourage priority referral of protected veterans under VEVRAA.