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