Executive Administrative Assistant

Company Description

Join our vertically integrated team at MAT Holdings, Inc., a leading global manufacturer with a 40-year history. We're proud to provide employment opportunities for more than 14,000 employees across 12 countries. Headquartered in Long Grove, Illinois, we have over 40 factories on three continents, including 2.1 million square feet of U.S. distribution and manufacturing space.

You will find our products in home improvement centers, big box retailers, hardware stores and automotive chains. They're in the cars you drive, the trailers you tow, and the heavy-duty machinery you operate.

MAT can maintain consistent expertise and solutions across the entire supply chain. We’re experts in engineering, manufacturing, quality assurance, logistics and distribution, marketing, design, and customer service — we don't just make it happen, we ensure it happens with excellence.

We’re more than manufacturing, we’re MAT.

Job Description

As the primary support for our executive leadership team, you’ll complete mission-critical administrative tasks, including calendar management, travel arrangements, and document preparation. You’ll contribute to the efficiency and success of our business through personalized, organized, and proactive support to executive leaders with secured confidentiality.

Principle Responsibilities

• Maintain calendars and schedules, making and adjusting appointments as needed.
• Greeting and assisting visitors. Arranges for conference rooms and any necessary materials (presentation packets, refreshments/meals, audio-visual equipment, etc.).
• Receive incoming phone calls and respond to information requests, taking messages and screening requests for greater efficiency.
• Maintain the filing system by creating new files, updating existing files, and deleting obsolete files.
• Copy and collate materials for reports, presentations, and/or distribution to specified parties.
• Create and distribute internal and external correspondence. Draft professional correspondence and memos for the supervisor’s signature.
• Process passport, visa, and Global Entry (TSA) applications.
• Monitor and maintain office supply inventory, forms, and other materials for the department.
• Compile and reconcile expense reports for immediate supervisors.
• Maintain corporate record books.
• Other duties as assigned by the leadership team.

Competencies:

• Communication – possess strong written and verbal communication skills.
• Commitment – approach work activities with a focused determination to complete each task in a timely manner.
• Customer Service – Follow through on assignments and be willing to assist or guide others.
• Independent – be able to work independently by taking initiative on routine tasks or annual projects with little direction.
• Computer Skills – demonstrate proficiency with Microsoft Office applications (Word, Excel, and PowerPoint).

Qualifications

• 3-5 years of high-level administrative (secretarial) experience working with top executives.
• Minimum of a high school diploma.
• 2 years of college coursework in the business field is preferred.

Additional Information

All your information will be kept confidential according to EEO guidelines.