EXECUTIVE ADMINISTRATIVE ASSISTANT - NORTH AMERICA

• Must be proactive in learning the business, be aware of events critical to the business, be able to represent and carry out the mission and values of Austin Powder as a liaison to the executive team.
• Assists with management of schedules, calendar and appointments.
• Assist in meeting preparations, take notes and follow up on action items from key meetings
• Make travel and hotel arrangements, order meals, make dinner reservations, purchase event tickets, coordinate transportation needs etc., visiting employees, vendors, customers or others.
• Oversee registration, housing, travel and preparation for industry conventions.
• Maintain travel itineraries and manage expense reimbursement process to ensure accurate and timely submission.
• Partner with Finance and IT leads on strategic initiatives
• Documenting and tracking larger and most critical enterprise contracts and associated cost
• Act as project manager for efforts like Delegation of Authority and enterprise policy documentation
• Produces accurate, well crafted, and timely documents, correspondence and presentations, often under time constraints.
• Become a notary for the company
• Conduct research and information gathering on behalf of the executive and prepares presentations and internal communications
• Maintains files and contact information, in physical and electronic form, in organized manner for ease of access when required.
• Answers and screens phone calls.
• Has email access. Monitors and removes unnecessary, unsolicited emails; responds to emails as directed, keeps track of follow-up email items.
• Responsible for event planning and corporate meetings held in town or other locations.
• Greets and assists visiting colleagues, vendors or customers, as necessary and appropriate. Orders supplies, renews subscriptions, memberships, travel clubs, event tickets, etc.

• 5+ years supporting senior executives (finance/tech/startup experience a plus)
• Strong communication and organizational skills
• Proficiency in Microsoft Office and collaboration tools (Teams, SharePoint, Zoom, AI)
• High level of professionalism and discretion
• A self-starter who thrives in dynamic environments
• A Bachelors' Degree is preferred but not required
• Expertise with Microsoft Office Outlook calendar management
• Strong proficiency and ability to demonstrate a high level of functioning in all other Microsoft Office products (Excel, Power Point, Word, etc.)

• A relationship builder
• Interactions with employees, customers, guests must be professional, friendly and positive.
• Very high standard of communication skills both written and oral for the presentation of facts and ideas.
• Written communications must be clear, concise, easy to read and comprehend.
• Presents information both clearly and concisely and regularly confirms correct interpretation of information.

• A professional that is innovative, embraces technology and challenges status quo
• Comfortable with ambiguity and change
• Demonstrates the ability to manage several projects simultaneously.
• Organizes multiple schedules, events and meetings efficiently.
• Implements the key principles of time management, priority management and personal organization.
• Continually seek ways to improve performance via development of professional skills and personal growth.

• Proactively focus on supporting executives by developing an understanding of business priorities and anticipate needs to plan ahead.
• Takes initiative to complete important tasks without being asked.
• Manage unplanned events and changes in schedules.
• Overtime may be required without advanced notice.
• A structured thinker
• A proactive problem-solver

• Reporting to CFO

• Absolute discretion in the release of information, either business or personal.
• Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

• 10% Travel
• Physical demands include sitting for extended periods of time while frequently typing, viewing computer screens and use of mouse/keyboard.
• Operation of office equipment to include but not limited to telephones, printers, copiers, and scanners.
• Repetitive motion of data entry, hand, finger wrist motion and dexterity.
• May include filing and handling paperwork may involve repetitive reaching, grasping, or bending.
• Light lifting and carrying of office supplies, files, or boxes (generally under 25 lbs.).
• May need to set up for meetings (moving chairs, refreshments, etc.).
• Will require walking and standing during the office hours, during events, meeting setup etc.
• Good vision for reading and screen use.
• Clear verbal communication and active listening, often over the phone or video calls.
• All other duties and responsibilities that's not included

• Beachwood, OH
• Office hours are Monday through Friday, 8am – 5pm. Currently, operating under a hybrid schedule with in-office days M-T-W-T and remote on Friday. The hybrid schedule is subject to change at any time and is not guaranteed based on the needs of the executive.

Austin Powder