Executive Assistant Job Vacancy in Warn Automotive Milwaukie, OR 97222 – Latest Jobs in Milwaukie, OR 97222

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Company Name : Warn Automotive
Location : Milwaukie, OR 97222
Position : Executive Assistant

Job Description : Position Summary: The Executive Assistant will provide comprehensive administrative support to the VP/GM and other members of the leadership teams at VSG Americas including calendar management, travel arrangements, meeting and event coordination. This position will make decisions using considerable discretion and independent judgement. This is the key administrative position for a global manufacturing and sales company with revenues in excess of $700,000,000.COMPANY OVERVIEW: Dover’s Vehicle Service Group is the global leader in designing and manufacturing vehicle service, collision and automotive OEM equipment. It is one of the founding companies of Dover Corporation, an eight billion dollar diversified global manufacturer. VSG consists of fifteen leading vehicle lifting brands (Rotary, Forward, Blitz, Ravaglioli etc.), collision repair (Chief), wheel services, diagnostics (Butler, Rotary, Chief and Ravaglioli) and tier-one automotive brands (Warn Automotive) with operations worldwide, including regional business operation centers and large manufacturing facilities in the U.S., Europe and Asia.Essential Functions: Executive AssistantManage multiple complex calendars, meeting, conference and event scheduling for the General Manager and members of the leadership team as required.Maintain absolute confidentiality while dealing with all levels of company management and personnel, company financial partners, Dover/Corporate office and outside service providers.Collect and analyze data to produce reports in support of VP/GM’s responsibilities.Responsible for the Travel Management Program at VSG Americas. Responsibilities include, but are not limited to: maintaining and updating the Travel and Entertainment Policy, training new employees on travel management software, booking travel for Senior Leadership Team and infrequent travelers, coordination of international travel approval, report monitoring of travel spends, participating in monthly calls with Dover strategic sourcing team and travel software administration.Assist administrative team with phone coverage, scheduling and other tasks.Manage complex projects as required by General Manager.Assist and/or prepare letters, memos, presentations and other documents or correspondence for the VP/GM or other Senior Leadership Team Members in support of Corporate meetings, company meetings, executive meetings, financial partners, and customers.Plan, schedule and communicate staff, company-wide, project/product, or team leader meetings to multiple levels of the organization including arrangements of catering, venue selection, and set-up.Manage and act as delegate approver for expense reports and timecards for VP/GM and other executives as requested.Partner with Executive Assistant/ Admin Site Leads within Madison, Detroit, and VSG Corporate locations to successfully execute assigned projects, initiatives, and/or meeting/events.Travel may be required within this role to support efforts at other Americas locations.Supports VP/GM, SLT, or HR in marketing, branding, employee gear, and partnerships.Office ManagerResponsible for planning and coordinating the entire range of activities of the organization associated with the non-manufacturing function in conjunction with maintenance/facilities. Perform general office/facilities management duties to include:Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed.Assist with office layout planning and office moves and with managing and maintaining IT infrastructure.Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues ss needed (including postage meter, conference room scheduling).Manage office supplies inventory and place orders as necessary.Design, communicate, and oversee implementation of office operations, policies, and procedures.Identify opportunities for process and office management improvements, and design and implement new systems.Serve as Senior Administrator for Brivio (key card system).Senior Leadership Team (SLT)Plan and facilitate executive meetings and offsite events as needed; including but not limited to event logistics, facilitation, agenda creation, presentation prep, catering, etc.Maintains AOP, forecasting, and budget for responsible areas.Participants in strategy development/launch and organization of goal deployment.Manages and directs the internal and external communication for the organization.Direct, administers, and coordinates marketing and branding for organization.Maintains standards and process guides for SLT.Development and maintenance of SharePoint sites for multiple executive teams.CRITICAL SHORT-TERM OBJECTIVES or CRITICAL ASPECTS OF ROLE NEXT 2-3 YEARSDevelop and deploy standard work and tools that deliver consistency, simplify the work, and enable our talent to work smarter.Develop and consolidate administrative roles, talent, and organize to support business functions.Required Education and/or Experience: Bachelor’s degree (preferred) or equivalent experience7+years administrative experienceExperience in a manufacturing environment (preferred)KEY DOVER COMPETENCIES: Builds and Manages Collaborative Relationships: Establishes and nurtures numerous relationships within VSG and Dover. Takes action to partner with the communities in which we operate and to be an appropriate corporate citizen.Change Leadership: Aligns an organization and its people to drive for improvement and adopt new, challenging directions. Energizes a whole organization to want to change in the same direction. Influences others in a mature and empowering manner.Motivates and Inspires: Creates an environment that stimulates others to follow. Builds teams that fully use individuals’ capabilities, creating results beyond just the sum of the parts.Self-Awareness and Personal Development: Role models a personal leadership style that includes self-awareness; accepts feedback, understands and maximizes strengths while working to overcome weaknesses.Required Qualifications, Skills and Abilities: Strong oral and written communication skills commensurate with the job tasks and position necessary to communicate clearly and effectively with internal and external customers while providing exceptional quality of work and outstanding customer service. Ability to present information in a manner designed to educate or inform other team members and customers in one-on-one or group interactions as directed.Ability to review, comprehend, interpret, process and evaluate effectively written work instructions and procedures written in English, in conjunction with the performance of the essential functions and other assigned job duties.Strong interpersonal and conflict resolution skills including ability to work efficiently in a fast-paced work environment while maintaining a calm, rational and respectful demeanor and communication style in times of stress occasioned by work demands, tight timelines, heavy production expectations, unexpected quality control issues, and other work-related issues or concerns that may cause a heightened level of anxiety, frustration, anger, disappointment, confusion, etc.Strong troubleshooting, problem solving, research, organizational and analytical skills, combined with the ability to prioritize tasks and meet established deadlines. Ability to multitask is also essential while remaining flexible with changing priorities and deadlines.Well-reasoned decision making with a high attention to detail regarding organization, planning, workflow, and project prioritization to ensure tasks are completed efficiently and accurately.Highly ethical, self-motivated individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment, while consistently demonstrating collaborative, respectful and productive work habits.Excellent knowledge of Microsoft Office and Enterprise Tools. Knowledge of financial, business and legal documents (corporate minutes, contracts, leases, intellectual property, etc.)Physical Requirements: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.Receive, understand, evaluate and appropriately respond to communications from employees, members of management, customers, vendors, and visitors using available technology, in person and in a public setting when necessary.Work for extended periods of time in a stationary position daily while operating a computer and other tools and equipment in conjunction with completing required job tasks.Maintain professional and respectful communication style to ensure reactions and responses to both emergency and non-emergency situations serve as an example to others of appropriate workplace communications.Provide intellectually sound and well-reasoned answers, recommendations and solutions to identified business problems, issues and/or questions. Efficiently and quickly analyze, process, manipulate, and accurately record extensive amounts of data (some of which is technical in nature) and other information that serves as the basis for this position.Move to, from and within the designated work area frequently and consistently throughout the work day and regularly throughout our building and/or across Warn Automotive-related property site locations, possibly during inclement weather.Use a personal computer or other technology devices frequently and consistently for the purpose of reviewing, analyzing, creating, transmitting, and presenting documents, data and other business-related information.Lift, transport and/or move up to 20 pounds of weight occasionally in the performance of regular duties. Occasional bending, stooping, walking up and down stairs, and kneeling may be required.Environment/Atmospheric Conditions: The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this position. This position’s job duties are performed generally in an office environment with traditional office lighting and office furniture, as well as consistent and frequent noise, interruptions and other similar distractions. The team member may also occasionally be required to work in a shop or warehouse type environment. Team members in this position may be exposed to loud noises from operating machinery, cold temperatures, chemicals and vapors, and possibly injury associated with work involving manufactured parts, assembly and heavy machinery.Machines, Tools Equipment, Software: Personal computer, network environment, fax machine, copy machine, other office equipment, JD Edwards and -other specific software as outlined in the position Requirements.The 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 information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties that may be required for this position. Additional duties are performed by the individuals currently holding this or similar positions and additional duties may be assigned.EQUAL OPPORTUNITY EMPLOYERJob Type: Full-timePay: $60,000.00 – $75,000.00 per yearBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programEmployee discountFlexible spending accountHealth insuranceHealth savings accountLife insurancePaid time offParental leaveProfessional development assistanceReferral programTuition reimbursementVision insuranceSchedule:Day shiftMonday to FridaySupplemental Pay:Bonus payEducation:Bachelor’s (Preferred)Experience:Administrative: 7 years (Preferred)Work Location: One location

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