Executive Assistant

Role Summary:
 

The Executive Assistant provides general organization and administrative support to a variety of key stakeholders within the business including HR, Commercial, IDEX Corporate Leadership, and the Senior Leadership Team (SLT). 

Responsibilities:

 
• Coordinate travel and lodging arrangements for internal and external customers. This includes complex international travel arrangements and requirements.

• Manage the leased vehicle program specific to vehicle requests, returns, and renewals.

• Manage incoming and outgoing mail procedures.

• Monitor and order inventory for various facility supplies.

• Create purchase orders for multiple vendors and services and submit invoices to accounting.

• Manage event planning on an annual and as needed basis, including invitations, meal planning, facility reservations, equipment needs, transportation and other arrangements required.

• Support employee onboarding and off boarding tasks.

• Manage the years of service award program.

• Maintain and manage digital HR communications.

• Assign and monitor completion of employee training.

• Support the weekly payroll process in the delivery of checks to each location.

• Create reports per schedule and upon request.

• Create and maintain personnel records and systems. 

• Identify process improvements and lead change to increase efficiencies.

• Perform other duties as assigned.

Key Characteristics:

• Advanced knowledge of Microsoft Office products including Outlook, Word, Excel, PowerPoint and Teams.

• Complete discretion, working with highly confidential information.

• Strong analytical and problem-solving skills with initiative to do so independently when necessary. 

• Capacity to manage multiple priorities in a fast-paced environment.

• Demonstrated ability to work in a team environment.

• Excellent organizational skills and attention to detail.

• An inquisitive approach to learning.

• Ability to handle sensitive situations with empathy and awareness.

Requirements:

• Associates Degree in Business, Communication, Management or related field and a minimum of 3 years of advanced administrative support required, or an equivalent combination of education and experience.