Executive Assistant

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Executive Assistant - Harrison, OH (JOB ID: 1133-216)
 
Cincinnati Incorporated has been manufacturing machinery since the late 1890s. We pride ourselves on the performance and dependability of our metal fabrication products. Our quality is not only seen in our machines, but also in our team members. CI employees have shaped our reputation and culture with their uncompromising integrity, focus, and innovation. The icing on top of the cake: CI offers a competitive and comprehensive benefits package. Are you ready for your career at CI?
 
Position Summary and Purpose: Provide administrative support to executive officers (CEO, CFO, Senior Vice Presidents in both corporate position and board obligations.)
 
Duties and Responsibilities:
ESSENTIAL:
● Handles confidential information, prioritized calls and correspondence
● Coordinates board meeting, including all arrangements with the owner, board members and executives
● Has discretion to handle certain matters in the executives absence, including calls and correspondence
● Operates as CEO’s right arm for the company in administering aspects of the business
● Will work independently without constant instruction 
● Open, stamp, sort and distribute mail to executives
● Support maintenance and engineering as needed
● Prepare and edit reports, communications, presentations and other documents and correspondence
● Manage and organize Executive calendars for appointments and meetings
● Communicate with other departments on CEO and Officers’ behalves
● Assist CEO with facilities issues and service center mailroom needs
● Process expense reports as requested by Officers
● Organize and coordinate essential meetings and appointments 
● Arrange detailed travel plans and assist with itineraries and agendas for Executives as well as other departments in the Company
● Prepare and distribute required Company mailings to employees for 401(K) Plan and Pension Plan and other required mailings
● Manage patents and trademark renewals and keep files up to date
● Assist with and file monthly balance scorecards and KPI’s
● Run end of the month reports and keep running totals for staff
● Update and Post bulletin board notices 
● Send out holiday notices
● Coordinate new employee luncheons/meet and greets with Executive team
● Organize, coordinate and distribute correspondence for the weekly lunch club on Thursday. Track list for accounting, complete invoicing and assist with clean up
● Order awards and pick up 
● Coordinate quarterly meetings for the company including refreshments, picking up gift cards, presentation, media
● Order food for meetings on second and third shift such as pizza and donuts as needed
● Learn equipment in the mail room and help with stocking or servicing equipment
● Coordinate recycling in mailroom service center
● Posting outgoing mail as needed
● Assist other department managers with organizing and setting up meetings
● Distribute material to Board Members before meetings in electronic/paper format on behalf of CEO
● Assist Board Members with travel arrangements, food and lodging for BOD meetings
● Take minutes at Board of Director Meetings and prepare for distribution
 
VALUED BUT NOT ESSENTIAL:
● Training of other employees
 
Education and Experience: 
REQUIRED:
● Three years’ experience supporting upper level executives and/or management
 
VALUED BUT NOT REQUIRED:
● Associates degree 
 
Knowledge, Skills, Abilities, Characteristics, etc. 
REQUIRED:
● High-level written and verbal communication skills
● Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
● Strong decision-making skills
● Ability to meet deadlines in a fast-paced environment
● Ability to work well with all levels of internal management and staff as well as outside clients and vendors.
● Proficient in Microsoft Office (Word, Excel, PowerPoint)
 
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  
Physical demands:  Employee is frequently required to stand, walk, sit, use hands to finger, handle or feel objects, tools or controls. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Work environment: Office environment. The noise level in the work environment is usually moderate.   
 
This role does not offer sponsorship employment benefits and being authorized to work in the U.S. is a precondition of employment.  You must be a U.S. Citizen, U.S. National, or recent lawful permanent resident to apply.
 
EOE including Disabilities/Vets
 
 
Career Benefits:
 ✓  Paid Vacations
✓  Paid Holiday and Personal Days
✓ Medical Insurance (including HSA)
✓  Dental Insurance
✓  Vision Insurance
✓  Accident Insurance
✓  Life Insurance: AD&D
✓  Disability Insurance
✓  Generous 401K Employer Match
✓  Flexible Spending Account
✓  Tuition Reimbursement
✓  Employee Assistance Program
✓  Parental Leave
✓  Profit Sharing
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