Executive/Office Assistant

Job Description

Job Description

Job Summary :

The Executive / Office Assistant will support the CEO and leadership team with calendaring, communications, and travel coordination, while managing office operations.

Prioritize tasks, maintain filing systems, and ensure smooth day-to-day operations, including HR support and facilities management.

Contribute to a positive culture of continuous improvement by learning and applying lean principles, always exhibiting honesty, and respecting other people at all times.

Company Overview :

Integrated Engineering is a reputable and dynamic company specializing in the design, development, and distribution of high-quality aftermarket car parts.

With a strong commitment to innovation and customer satisfaction, we strive to provide exceptional products and services to automotive enthusiasts worldwide.

Responsibilities and Essential Duties :

• Manage calendars (personal and professional), resolve conflicts, track deadlines, and prioritize urgent tasks to ensure focus on the highest priorities.
• Maintain organized electronic filing systems for the CEO.
• Screen, prioritize, and respond to communications on behalf of the CEO and occasionally other executives.
• Assist in preparing internal team communications, including the monthly newsletter.
• Plan and book business and personal travel, ensuring efficiency and attention to detail.
• Occasionally run personal and business-related errands.
• Assist the CEO and leadership team in preparing reports, presentations, and documents for meetings.
• Coordinate meeting logistics and follow up on action items.
• Organize company and team events.
• Greet visitors, maintain reception and conference areas, and ensure the workspace remains clean, organized, and well-stocked.
• Assist HR with candidate screening, scheduling, and maintaining candidate records.
• Serve as point of contact for facility repairs and upgrades, ensuring a clean and inspiring work environment.
• Other duties as assigned.

Preferred Qualifications, Skills, and Competencies :

• Bachelor's degree in Business Administration, Communications, or a related field (or equivalent experience).
• 3+ years of experience in executive support, office administration, or a similar role
• Experience in coordinating travel, scheduling, and managing communications for senior executives.
• Proficiency with office management software (Google Workspace) and calendar management tools.
• Strong verbal and written communication, with the ability to handle sensitive information tactfully.
• Strong attention to detail in managing schedules, documents, and office tasks.
• Ability to prioritize tasks, manage multiple calendars, and meet deadlines in a fast-paced environment.
• Comfortable using office software with an ability to learn and troubleshoot new tools and technologies as needed.

Required Tools and Equipment :

Computer

Work Environment and Location :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job :

• Full-time onsite position.
• Exposure to production shop conditions; including moving mechanical equipment, and exposure to various fumes, heat, cold, and irritants.
• The noise level can be high due to the operation of production equipment.
• Employees are expected to exercise proper hygiene.

Physical Demands :

• Ability to lift and carry up to 25-50 lbs, as needed, for office supplies and equipment.
• Ability to perform tasks requiring prolonged sitting, standing, or walking.
• Willingness to assist with setup for meetings, events, or conferences, which may involve moving chairs, tables, or audiovisual equipment.

IE Values and Expected Behaviors :

Team members are expected to support the organization's vision and culture by following the employee handbook and exemplifying the company's core values :

• Can-do Attitude : We show grit and perseverance. We lean into every challenge and get it done.
• Fearlessness : We're bold and unafraid to fail. We take risks and revel in crushing competitors.
• Mastery of Craft : We strive to be the best at what we do. We continually learn and hone our skills.
• Next-Level CX : We sweat the details and prioritize customers in everything we do.

Job Posted by ApplicantPro