Executive Assistant Wanted

Wagner Machine Company is searching for the best of the best as we continue to grow our team! We are excited to find an Executive Assistant.

The individual in this role must understand business priorities, demonstrate the ability to proactively anticipate needs, and drive improvements to build capacity for the management team. A high level of integrity and discretion in handling confidential information as well as professionalism in dealing with individuals inside and outside of the company is critical. The successful candidate will possess the ability to complete complex tasks quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. The ideal candidate must be able to work in a team environment and build effective working relationships inside and outside the organization.

This position reports directly to the company’s CEO and supervises an administrative assistant.

If you are highly motivated, have excellent problem-solving abilities and want to be part of an awesome team, we want to talk to you!

 

Candidate Characteristics

  • Exceptional attention to detail
  • Experienced planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility, composure, and a good sense of humor
  • Ability to prioritize and handle multiple assignments at any given time
  • Highly motivated, organized individual able to work effectively with minimal supervision
  • Strong analytical and research skills with a demonstrated ability to improve processes to maximize efficiency
  • Strong communication and customer service skills
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations. Position requires poise, tact, and diplomacy.
  • Must be able to interact and communicate with individuals at all levels of the organization
  • Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
  • Must be able to work in a fast-paced environment with demonstrated ability to prioritize the work and juggle multiple competing tasks and demands.
  • Must possess and demonstrate critical thinking skills as well as excellent organizational skills
  • Ability to write reports and professional business correspondence as well as create effective and professional presentation

 

Day to Day Responsibilities

  • Provide direct administrative support to the CEO and Management Team
    • Ensure proactive handling of the day-to-day activities which may include confidential information such as compensation data, employment actions, and project plans
    • Manage calendars and schedule appointments
    • Make travel and accommodation arrangements as needed
    • Track and help drive completion of key deliverables and follow up on outstanding items
    • Act as a liaison for direct reports
    • Act as the point of contact among employees, customers, vendors, and other external partners
    • Participate in and take minutes during meetings
  • Communication
    • Screen and direct phone calls and distribute correspondence
    • Manage information flow in a timely and accurate manner
    • Format information for internal and external communication
    • Assist in preparation of various reports and presentations for internal meetings, client meetings, and any other meeting/activity
    • Document writing, editing, and readiness
    • Manage email for members of executive team
  • Other
    • Work closely with the Leadership Team, Managers, and Administrative Assistant to provide support to the organization
    • Organize, execute, and assist with team activities (staff meeting agendas, all-hands meetings, off-site meetings, and team social events)
  • Maintain accountability to performance standards and core values
  • Work with HR when needed to address performance and discipline issues
    • Special projects as assigned (IT support, staffing changes, etc.)

 

Qualifications

Minimum Qualifications

  • Due to ITAR compliance, applicants must be US Citizens
  • Ability to pass a drug-screen and background check
  • High School diploma or equivalent
  • 2+ years administrative experience
  • Proficient in Microsoft Office

Stand-Out Qualifications

  • 2 or 4-year degree
  • Work experience as an Executive Assistant, Personal Assistant, or similar role
  • Experience in:
    • project management
    • databases and Microsoft SharePoint
    • a LEAN Manufacturing or 5S setting 
    • an ISO9001 or AS9100D certified business
APPLY HERE!

A Little Bit About Us

Wagner Machine Company is a small, but growing, manufacturing company. We currently have around 50 employees, and we are excited to add additional team members in the next quarter. We understand the day-to-day life of our employees because we have been there ourselves. We are a company that is owned and operated by machinists. Most of our top leadership started out as machinists and will happily jump in to help troubleshoot tricky issues.  

We are quite literally a family company, with some 2nd and even 3rd generation employees on our team. Additionally, over 50% of our staff have been with us for five years or more and many have been working with us for over 10 years! Wagner Machine Company is a close-knit community, we even enjoy spending time together outside of business hours. You won’t be just a number here, we’ll know you by name and if you give us enough time, we’ll probably know your kids’ names, too.

Wagner Machine offers opportunities and benefits that are typically found at much larger corporations while maintaining the atmosphere and flexibility of a small shop. We offer health and dental insurance, 401k options, paid vacation time, paid holidays, parental leave, short and long-term disability, company provided apparel, a four-and-a-half-day work week, and breakfast every Thursday!

At Wagner Machine Company we encourage all our employees to grow and advance professionally. We will happily pay for classes to help you take the next step in your career with us. We want all our employees to be the best at what they do! Our employees don’t need to wait for a position to open before learning new skills, if you’re ready to take the next step then we work with you to do so. Our goal is to train you well enough that you can get a job anywhere but treat you well enough that you’ll want to stay.