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Senior Executive Assistant
Rhoads Industries
Philadelphia, QAT
Full Time
Senior
Field
4 weeks ago
Microsoft Office SuiteCalendar ManagementTravel CoordinationMeeting CoordinationResearchReport Preparation
Free
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Microsoft Office SuiteCalendar ManagementTravel Coordination
About the Role
Rhoads Industries seeks a Senior Executive Assistant to provide high-level administrative support to the Chief Operations Officer. The role involves calendar management, meeting coordination, travel arrangements, and handling confidential information.
Key Skills for This Role
Microsoft Office SuiteCalendar ManagementTravel CoordinationMeeting CoordinationResearchReport Preparation
Responsibilities
- Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Screen and direct phone calls and distribute correspondence.
- Prepare and edit correspondence, reports, and presentations.
- Organize and coordinate meetings, conferences, and events, including booking venues and preparing agendas.
- Record minutes during meetings and follow up on action items.
- Conduct research and compile data to support decision making processes.
- Arrange travel itineraries, accommodation, and transportation for the executive.
- Assist in the planning and execution of special projects and initiatives.
- Maintain office supplies and equipment, coordinate maintenance and repairs.
Requirements
- Bachelor's degree or related field
- 15+ years of experience in project coordination and executive assistance or similar role
- Minimum of 10 years of experience providing high level support to senior executives
- Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Minimum typing skills of 70 to 100 words per minute
- Strong organizational and communication skills
- Discretion and confidentiality
Full Job Posting
Company Overview
- Rhoads Industries is a total solution provider of industrial fabrication, mechanical/maintenance and maritime services.
- The company has expansive shipyard facilities and over 300,000 square feet of heavy manufacturing space in The Navy Yard in Philadelphia.
What You Will Be Doing
- Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
- Screen and direct phone calls and distribute correspondence.
- Prepare and edit correspondence, reports, and presentations.
- Handle sensitive and confidential information with discretion.
- Organize and coordinate meetings, conferences, and events.
- Record minutes during meetings and follow up on action items.
- Assist in the preparation of presentations, reports and other materials.
- Conduct research and compile data to support decision making processes.
- Arrange travel itineraries, accommodation, and transportation.
- Prepare travel expense reports, invoices, and IRs.
- Assist in the planning and execution of special projects and initiatives.
- Maintain office supplies and equipment.
Your Background
- Bachelor’s degree or related field
- 15+ years of experience in project coordination and executive assistance or similar role
- A minimum of 10 years of experience providing high level support to senior executives
- Strong organizational and communication skills
- Demonstrates a high degree of professionalism and discretion
- Ability to work across teams with a variety of projects
- Expert in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Minimum typing skills of 70 to 100 words per minute
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- Discretion and confidentiality are essential attributes.
Work Environment
- This job operates in a professional office environment.
- The performance of this position involves exposure to construction or industrial areas where personal protective equipment is required.
Benefits
- Competitive health insurance packages
- 401k matching
- PTO
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