Executive Administrative Assistant

Employment Listing

Job Title: Executive Administrative Assistant
Division: Hartzell
Location: Piqua, OH
Department: Administration
Reports To: CEO
Basic Function:

The incumbent will be responsible for performing administrative duties for the CEO and CFO of Hartzell. The incumbent performs regular work assignments involving responsibility to act independently, making significant decisions frequently. The incumbent will serve as the Corporate Secretary for the Board of Directors. Must possess the ability to interface with employees at all levels throughout the organization and customers, have a good business sense and the ability to handle sensitive situations in a mature and confidential manner. Position requires the person to perform a significant amount of project work and daily support activities. Ensures the smooth operation of the office under the pressure of frequent interruptions and changes in priorities. The successful candidate is tech-savvy with strong business acumen. Incumbent is expected to operate with minimal supervision.

Visit www.hartzell.com for more information.
Responsibilities and Duties:


  1. Coordinates all logistics of travel arrangements and itineraries. Adept at proactively managing the complex appointment and travel calendar of the CEO and CFO.
  2. Coordinates administrative and logistical details associated with the day-to-day operations of the office. Responsible for solving office problems and planning and expediting the flow of work in the office.
  3. Performs Corporate Secretary duties for all Hartzell Companies. Prepares agendas, schedules meetings, prepares minutes. Coordinates all shareholders correspondence and prepares shareholder dividends.
  4. Prepares for all meetings including travel logistics, agendas, notices, preparatory materials and any additional arrangements necessary.
  5. Attends meetings as required and takes minutes and develops follow up action plans.
  6. Creates, consolidates and updates reports using available IT tools.
  7. Anticipates the needs of the CEO and CFO and prepares materials needed for conferences, correspondence, appointments, meetings, phone calls, etc.; informs CEO and CFO on matters to be considered.
  8. Communicates with all levels of management on information relating to projects or any other requests.
  9. Contact key individuals inside and outside the company to obtain or relay important information on a variety of issues.
  10. Completes special assignments for managers which require collecting, organizing, and analyzing data and producing reports which may be the basis of significant decisions by senior executives of the company.
  11. Refers or personally attends to visitor’s inquiries and actions that do not require the CEO or CFO’s attention.
Qualifications and Required Skills:

  • Two year college degree and/or 3-5 years of directly related job experience in supporting executive level personnel as an administrative assistant.
  • Highest degree of competency, confidentiality and keen attention to detail. Ability to handle multiple projects concurrently.
  • Advanced PC skills including strong proficiency in navigating Microsoft Windows, all Microsoft Suite applications, Outlook and the Internet.
  • Excellent interpersonal, communication and written skills.
  • Adheres to the highest personal standards of excellence.
  • Resourceful, able to work independently with good judgment, initiative, and common sense.
  • Must be efficient and proactive. Able to think ahead and anticipate the needs of executives.

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