Executive Assistant

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Job Description:

JOB SUMMARY

The Executive Assistant will support the needs of a remote based CEO and the HQ executive team, working closely with various functional teams on internal communication development and deployment, industry and company event coordination and execution, and other internal program support.

ESSENTIAL FUNCTIONS & RESPONSIBLITIES

• Calendar management for Chief Executive Officer, including maintaining an executive calendar of core business planning and industry events
• Plan and coordinate key internal and external events for executive leadership team (i.e. customer trips, offsite executive meetings, holiday parties, business update meetings, team building activities)
• Manage the monthly creation, translation and distribution of the company newsletter; source stories and develop creative content to illustrate and bring to life company culture and values, along with highlighting People and Culture efforts
• Ensure the development of clear, concise, and error-free communications and collateral with an understanding of employee needs and company/culture tone of voice
• Partner with People and IT teams to ensure Brite Sign technology is utilized as a tool to provide branded and timely dissemination of internal communication, creating templates for site focused content and acting as corporate administrator of the software.
• Manage internal branding program through development, procurement, distribution, and financial tracking of branded collateral
• Centralize the planning and coordination of Afinitas service and recognition programs to create a highly organized and culturally aligned experience
• Schedule, book, and coordinate domestic and international travel (including flights, ground transportation, hotels) for Chief Executive Officer, if requested
• Welcome candidates, customers and guests, providing a warm, red-carpet experience
• Assist in onboarding new team members in the St. Louis office
• Ship (FedEx, UPS) various documents, collateral, marketing materials, IT equipment to support CEO and HQ office needs
• Field calls and forward requests to appropriate team members where necessary
• Work closely with other Executive and Administrative Assistants within the organization on collaborative projects
• Maintain awareness of written/visual communication best practices and ensure development of skillset to implement them when appropriate

Note: the duties and responsibilities described above are not exhaustive and additional assignments, duties, or responsibilities may be required with this position. Assignments, duties, and responsibilities may be changed at any time, with or without notice, by Afinitas in its sole discretion.

QUALIFICATIONS

• Associates Degree in Business, Communications, Marketing, English or other related field, preferred
• Previous executive experience from a similar profession/corporate background
• Ability to work with confidential materials and quickly build trust among key stakeholders
• Excellent organizational skills and attention to detail
• Ability to manage multiple tasks simultaneously and adapt to shifting priorities
• Positive mindset with a problem solver “can-do” attitude
• High level of proficiency in MS Office Suite (Outlook, Word, Excel), in addition to Microsoft Teams and SharePoint
• Strong skills with visual tools like Power Point and/or Canva
• Must be authorized to work in the United States and not require work authorization sponsorship by our company for this position now or in the future

WORK ENVIRONMENT

• This is an office position that spends time in manufacturing facilities. The employee must be able to correctly wear and use any Personal Protective Equipment (PPE) required by the employer when in the manufacturing area.
• This role requires the ability to lift and move items up to 30 lbs, pack and ship materials, count inventory, stand and walk for long periods of time (up to 10 hours a day during events)

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job.  If your experience is close to what you see listed here, please still consider applying.  We know that our differences often can bring about innovation, excellence and meaningful work—therefore, people from all backgrounds are encouraged to apply to our positions.  Please let us know if you require reasonable accommodations during the interview process. ​

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