Executive Assistant

Hercules Industries is one of Americas most efficient and dependable manufacturers and wholesale distributors of high-quality HVAC sheet metal products and equipment. Hercules Industries is seeking an Executive Assistant to provide administrative support to the CEO the Board of Directors and our Senior Executive Team. The primary function of the Executive Assistant is to help maximize the effectiveness and efficiency of the CEO and executive leadership team. Responsibilities include managing multiple calendars planning domestic travel developing presentations and reports creating and editing correspondence and documents recording minutes for the Board of Directors and planning company events and off-site meetings. $70000-$85000 DOE.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Provide administrative support for the CEO including creating and composing information for internal and external distribution; this may include writing letters and memos editing and proofreading.
• Assist in managing strategic projects and company initiatives by tracking progress gathering updates and following up with stakeholders.
• Calendar and email management for the CEO.
• Arrange domestic travel plans and prepare and approve expense reports.
• Plan and coordinate events and offsite meetings to include catering logistics and travel arrangements.
• Manage confidential and time sensitive material with tact and discretion.
• Works closely with the executive team to keep them informed of upcoming commitments and responsibilities.
• Serve as Board liaison including attending and taking minutes for all Board meetings and some Board committee meetings.
• Attend all executive team meetings and take minutes.
• Provide occasional personal assistance to the CEO.
• Oversee administrative functions of related real estate company including some basic accounting functions.
• Represent the CEOs office with professionalism and tact in all interactions.

QUALIFICATIONS: To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability preferred. Applicant must be self-motivated exceptionally well organized and always customer service oriented. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE:

• Minimum 5 years experience in administrative support role supporting multiple executives.
• High school diploma business or technical degree required. Bachelors Degree preferred.
• Self-starter with strong initiative and ability to work independently.
• Highly organized with excellent time-management skills.
• Strong attention to detail and accuracy.
• Experience managing calendars and email and coordinating meetings and travel.
• Ability to handle a variety of assignments at one time determine priorities and complete assignments accurately and on time.
• Relationship builder who maintains professionalism across all levels of the organization.
• Advanced Microsoft Office proficiency including Outlook Word PowerPoint Excel and Teams.
• Exceptional communication; oral and written. Ability to communicate clearly and effectively.
• Excellent writing and proofreading skills
• Proven ability to handle confidential matters.
• Ability to pass a background check and drug test.

LANGUAGE SKILLS: Ability to effectively present information to CEO the Board of Directors and our Senior Executive Team.

MATHEMATICAL SKILLS:Ability to apply concepts such as fractions percentages ratios and proportions to practical situations.

REASONING ABILITY:Ability to apply common sense understanding to carry out instructions furnished in written oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

COMPUTER SKILLS:To perform this job successfully an individual should have advanced knowledge of Microsoft software tools and proficient in leveraging AI tools and platforms.

ATTENDANCE DEMANDS: The attendance demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Attendance is required Monday through Friday within normal business hours as established by Management. Consistently at work and on time and ensures work responsibilities are covered when away from the desk.Employee may be required to work overtime and occasional weekends.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit; use hands handle or feel; and required to speak read and hear English. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision Distance vision and ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate.
• Located in an office environment

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employees assigned to this job.

Hercules Industries is an equal opportunity employer. All qualified applicants will receive consideration for employment without regards to race religion color national origin sex sexual orientation gender identity age status as a protected veteran status as a qualified individual with disability or other legally protected status.

Comprehensive benefits are an important component of an employees compensation package. Hercules recognizes the contribution of every team member and therefore is pleased to offer a competitive and cost-effective benefits package to support your needs and long-term goals.

Hercules Industries offers the following insurance: medical dental vision Short Term Disability Long Term Disability and Employee Life Insurance (Basic Life/AD&D and Voluntary Life AD&D). We pay Holiday vacation and sick time; as well as a Flexible Spending Plan Wellness Program and Employee Assistance Program (EAP).

We offer a 401(k) Savings Plan and an Employee Stock Ownership Plan (ESOP). Effective October 1 2019 Hercules became an employee-owned company. An ESOP is a qualified retirement plan.

Hercules encourages and supports participation in service activities that contribute to our community. Employees are permitted to take three paid hours of work time per month to participate in an approved community service activity.

The company offers a quarterly Hercules Employee-Owner Partners in Profit Bonus based on eligibility.