Executive Assistant to the CEO
Scott Engineering, Inc.
Chino, CA US
Posted ago
Scott Engineering, Inc.

Are you intelligent and love to work in a fast-paced environment where your commitment to hard work is rewarding and appreciated? We are looking for purpose-driven people who want to be part of a team, but only a few are; if you’re one of them, please keep reading.

Our ideal candidate would have experience working as a dedicated Executive Assistant. Be professional in nature and appearance. They would also have an associate degree or some college because verbal and written communication is paramount to the executive.

Some days will be easy, and some may be challenging because, as a great assistant, it is sometimes about making coffee or ensuring the executive is fed and hydrated. You may have to spend time answering phones, filing, or running out at the last minute to grab snacks for the team.

It is also about helping the CEO stay organized, completing their work, and managing a jam-packed calendar. Helping them could be exciting, and you should not be shy about communication. You should be the type of person that will call several times a day to keep things moving and drive results. You must be willing to spend excessive time understanding the business and the items that make the executive tick.

The CEO is employee-focused and is responsible for the culture of the company. When it comes to ensuring that the employees feel important and supported, communication is the key. There is no better way to keep the customers than to help the employees first. The idea of employee focus should be important to you too.

We want to share some details to see if this sounds like you. 

The ideal team member would be great at the following items:

  • Dedicated, focused, and flexible with constantly shifting priorities.
  • Strong time management and prioritization skills
  • Managing priorities and working with autonomy to meet deadlines and results
  • Great at communicating with the executive and the entire executive team
  • Interact with team members, professional consultants, customers, and suppliers.
  • Make decisions and be comfortable with being wrong sometimes.
  • Work at a fast pace that keeps up with the executive and the team
  • Provide productive and effective collaboration
  • Multi-task and see the big picture
  • Understand and support business development, marketing, and sales processes
  • Organize and manage the CEO’s office and electronic and paper files.
  • Support the CEO with the management of electronic and paper communications, including drafting letters and emails as required
  • Manage the meeting schedule and calendar for the CEO, including scheduling and organizing all internal and external meetings
  • Assist the CEO with the preparation of presentations, papers, and reports as required
  • Assist in the preparation of agendas and minutes for board meetings and gather all the reports and information necessary from all contributors to board papers
  • Coordinate and book travel and accommodations for the CEO and maintain detailed travel itineraries
  • Organize and coordinate events functions, meetings, training, and restaurant bookings
  • Attend all meetings, working in partnership with the CEO to achieve priorities
  • Help complete and manage tasks. Anticipating needs to meet shared goals and objectives
  • Meeting and welcoming visitors and guests of the CEO
  • Regularly tour the production floor with or without the executive to get to know the staff.

We would also expect you to communicate professionally and appropriately, both verbally and in writing, yet can be casual with colleagues and must fit into our company culture and unyielding core values.

We believe that for a relationship to be successful, both people must win—our team bonds over collectively achieving company ROCKS®. We can’t do it alone; we are all an essential part of the whole. We want you to understand your strengths and leverage them, but we also expect you to understand your weaknesses so they don’t blindside you. We don’t look for perfection; we look for people with personal awareness. Many think they have it, but few do. If you agree, we are on track so let’s head to some more details.

We want to make sure you are very confident and exceptionally well versed in how to use a computer. You must be proficient in Microsoft Office, Outlook, Word, PowerPoint, and Excel. Project management and organizing software experience is a plus. We’d like you to be skilled in Photoshop or other related software. When you take notes, you will use the computer, not a pen and paper. Computer competence is a core skill of this role.

Would prior managers or co-workers describe you as innovative, energetic, dedicated, prompt, with a deep desire to serve the team? Do you own your mistakes and learn from them when you make them? Our work schedule varies and is flexible to fit the needs of the executive you serve. There may be an occasional email or phone call after-hours or on weekends to strategize or review the upcoming week; however, a work-life balance is essential.

Responsibilities

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Assistant to the Board Chairman and CEO
  • Participating team member
  • Performing basic office tasks, such as data entry, answering phones, taking messages, maintaining, and updating filing
  • Keeping a busy executive informed on tasks and deadlines
  • Updating executive while out of office on essential items and activities to prevent blindsiding

Qualifications

  • Administrative support, reception, and travel planning experience
  • Computer literate, required
  • Higher Education preferred
  • English grammar proficiency required
  • Attention to detail required
  • Managing executive’s tasks required
  • Making decisions required
  • Strong organizational skills required

Compensation
$28 - $32 hourly
About Scott Engineering, Inc.

Scott Engineering, Inc. (SEI), a leader in the design and production of medium voltage pole- and pad-mounted equipment for the American utility and adjacent industries provides customers with complete, fully-customized power distribution solutions built to the highest quality standards. 

At SEI, we see our ESOP (Employee Stock Ownership Plan) structure as a competitive advantage. Each of our employees is a business ‘owner’ with a vested interest in our success. We’re also proud of our status as an MBE (Minority Business Enterprise) / DBE (Disadvantaged Business Enterprise) certified company. It sets us apart and makes SEI the perfect partner for organizations seeking suppliers who comply with these requirements. 

World Class Manufacturing is Scott Engineering's mentality and the way we do that is by living our core values, supporting our company's vision, and working together towards one common goal.

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