Executive Assistant

SPS West requires an Executive Assistant who will be responsible for a wide variety of administrative duties in support of the President and other senior management members. Duties include but are not limited to meeting minute-taking and distribution, scheduling appointments, report and presentation preparation as well as drafting both internal and external correspondence. The Executive Assistant is also required to maintain confidentiality and professionally interact with employees, management and the public. Other duties shall be assigned as necessary.

We are a company that specializes in industrial, engineered specialty fluid handling solutions throughout North America. Our core values of Integrity, Appreciation Communication, Positivity and Bright guide us in providing exceptional service to our clients. We are passionate about helping people find better solutions quickly and strive to maintain an open-minded and collaborative work environment.

Job Description:

We are not just looking for a talented Executive Assistant, we are seeking a bright and highly motivated individual with strong organizational skills and experience in assisting with executive duties to join our team. The successful candidate will be responsible for creating high-quality communications that accurately reflects our organization’s values and brand while engaging both our internal and external audience.

This posting is for an audition. We will be selecting 3 – 5 candidates to hire for a test project. You will be paid for the test project. After seeing your work, we’ll choose who to bring on to the team. Strong spoken/written English and grammar is essential for this position.

Responsibilities:
• Provide direct administrative and office management support to all members of the executive team, as directed.
• Keep the executive’s calendar up-to-date, including adding events, rescheduling appointments and providing daily briefings, particularly the President.
• Prepare travel schedules, book travel arrangements, and make reservations for senior management and executive staff when required.
• Coordinate logistics of executive team programs including meetings, seminars, workshops, special projects, and events.
• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and make edits as necessary.
• File important documents, such as reports, meeting notes, emails, and letters
• Receive and screen all inbound e-mails, and visitors for the president.
• Oversee all incoming and outgoing communications, including emails, reports, and internal correspondence from the president
• Prepare draft reports, conduct research and create reports on various topics based on the needs of the executive
• Receive incoming mail, refer and/or redirect calls, or visitors as required.
• Coordinate some office activities as required
• Keep important information and documents organized electronically
• Troubleshoot and/or escalate office administration issues.
• Review, evaluate, and distribute priority correspondence for executive team.
• Facilitate communication from department managers, business unit leaders, and project managers.
• Act as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
• Plan and organize events that take place externally, such as fundraisers, sporting tournaments, and appreciation events
• Take and transcribe dictation notes for executive team
• Prepare and review presentations.
• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.
• Prepare onboarding documentation / Maintain Human Resource Management System
• Maintain a high degree of discretion and confidentiality
• Other duties shall be assigned as required.

Core Competencies

• Time Management
• Problem Solving
• Accountability and Dependability
• Research and Analysis
• Operating Computer Equipment
• Providing Consultation
• Ethics and Integrity
• Planning and Organizing
• Mathematical Reasoning
• Enforcing Laws, Rules and Regulations
• Mediating and Negotiating
• Communication
• Energy and Stress Management

Qualities Needed To Be Successful

Skills are something that can be learned and perfected over time. There are 3 key qualities that we are looking for:
Integrity, Commitment and Desire to Learn.

Integrity. You are a good fit if you can be honest with your fellow team members. Open communication and honesty are paramount to everyone on the team. If you aren’t able to hit a deadline or made a mistake, be upfront about it, we are all human after all and we have a very supportive environment.

Commitment. We are looking for someone who is looking for a long term relationship. If you’re just looking for a few months of work, this is definitely not for you.

Desire to Learn. We are a small team, but growing fast. We want people who are open to learning new skills and taking on new projects. If you’re not excited about improving your skills and trying new things; again, this is likely not for you.

However, if this does sounds like you, please apply below and I will personally read your application, samples of any work you would like to submit and answer any questions you may have (seriously, the more questions the better!). In your proposal please start the first line with ‘Focused’ so that I know you actually read the complete job description.

We offer a competitive salary as well as opportunities for growth within the company. If you are a self-starter with a passion for technical website copyrighting and a desire to work in a dynamic and collaborative environment that values integrity, appreciation, communication, positivity, and brightness, please apply with your resume and cover letter. We look forward to hearing from you!

Thank you for your time!