Executive Assistant
Status: Full-Time Position, Non-Exempt
Schedule: 8 a.m. – 5 p.m., overtime as needed
Supervisor: President
Summary
The Executive Assistant reports directly to the President. Working as a critical partner with the President and The Board of Directors, which consists of two members, your primary role will be to manage all deliverables required for the President to be effective, as well as to forward the vision and strategy of the business. Additionally, you will provide essential reporting and services to support the President and The Board of Directors. This can be accomplished with a broad range of duties, including but not limited to reading, researching, and aggregating data, routing correspondence, drafting letters and documents, collecting and analyzing information, scheduling meetings and travel, keeping track of promises, and reporting. The ideal candidate will have the ability to exercise confidentiality and good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a balance among multiple priorities.
The Executive Assistant must be creative and enjoy working in a small, entrepreneurial environment that is mission-driven and result-focused. We look for those whose values are aligned with those of our company. The successful candidate for this position loves a challenge, is willing to work with a variety of people, and is not defined by their title or those of others on the team. Must be able to represent the company’s image of “you’ll like working with us!”
Essential Functions
Although these are the essential functions, the specific duties are listed below.
Leadership
Learning and understanding the business to provide leadership and build relationships crucial to the success of the organization, managing a variety of special projects for the President, some of which may have organizational impacts.
Executing projects and/or events with complete integrity, on time, with the ability to pull resources as needed to fulfill any requirements.
Representing the company and being the voice of our culture.
Being a person of integrity is an example of our way of being and calling others to be.
Coordinating the agenda and materials for leadership meetings and off-site meetings.
Working closely with the President and Board of Directors to prepare all necessary materials and keep them well informed of upcoming commitments and responsibilities.
Answering emails, voicemails, planning and scheduling meetings and appointments, creating and maintaining the daily bulletin for the President, and Board of Directors. Managing delicate situations with utmost discretion and confidentiality.
Attending daily leadership huddles, monthly operations meetings, and others as directed by the President. Taking notes and capturing the action items.
Recording and tracking the promises of the leadership staff and reporting what is completed or off-track.
Maintaining the overall organization of the President’s and Board of Directors' schedule, travels, and office, including filing.
Administrative Requirements:
Creating and/or editing documents such as Excel, PowerPoint, Word, and Outlook Emails as needed. Operating within the company ERP, including forwarding the President’s inputs, deadlines, and key metrics.
Drafting correspondence, managing meeting dates, agenda, materials, and preparation as requested by the President and Board.
Anticipating, prioritizing, and preparing the President for travel, meetings, and presentations.
Assisting in the creation of presentations for company meetings, Board meetings, speaking engagements, etc.
At Duperon, it’s important to be effective and active in helping our community. You will play a crucial role in organizing our company and team participation in the community events, one example being the bowl-a-thon strikeout event. You will also assist in managing several company-sponsored events throughout the year.
Your responsibilities for these events include:
Coordinating the logistics and details of various events to ensure smooth execution.
Collaborating with the marketing team to ensure that all promotional materials, including ads and logos, are prepared and distributed on time.
Organizing and managing the list of attendees who will represent our company at these events, ensuring that all representatives are well-prepared and informed.
Requirements and Education
High School diploma (minimum)
Business-related experience or job-related expertise is required.
Experience
- REQUIRED: 3 to 5 years’ minimum Executive Administrative experience or demonstration of related work experience.
- REQUIRED: Proficiency with MS Office products, including Outlook, Excel, Word, and PowerPoint, Office 365, and Knowledge of Microsoft Teams and Copilot is required.
- REQUIRED: 3 years’ experience managing travel planning.
- Preferred: Small business experience is helpful due to the multi-tasking requirements.
Skills
- Meticulous attention to detail and accuracy, multi-task well, with the ability to prioritize deadlines for yourself as well as the President and Board of Directors.
- Must have excellent customer and people skills, be able to represent the company’s image (consistent with the business motto of “You’ll like working with us!”).
- Excellent phone skills with the ability to develop respectful, deliverable relationships and conversations.
- Must have personal integrity to call other people to this way of being.
- Able to consistently maintain processes and protocols.
- Must be able to use proper grammar and write professional communications.
- Must be self-initiated, independent, have good problem-solving skills, work well with a team, and have the ability to organize time and diverse responsibilities.
- Must have the ability to work well with all levels inside and outside of the company.
Working Conditions
- Our office is located in Saginaw, Michigan.
Drug-free, non-smoking environment.
Duperon Corporation is an excellent business opportunity for an individual who is dedicated and looking to establish a career. There is potential for a person who wishes to grow with the business. These opportunities can be realized if the ability and desire to drive one’s personal development are present to meet the corporate strategic objectives.
Duperon Corporation is a dynamically paced company with a fast-growth strategy, which often means that protocols and processes that were appropriate a year ago are no longer valid. Applicants should examine their style and preferences to determine if this would be a suitable environment.
Other Requirements
Must be appropriately and professionally attired to business standards and practice good hygiene.
Must have a high level of personal integrity, ownership, and pride; must see something possible for oneself as an individual within the company vision.
Must be able to answer phones, sit or stand for long periods, use a computer, file, set up rooms for meetings, and talk with all stakeholders.
This person may travel to support marketing at shows, particularly WEFTEC, if they have that skill set.
Most travel is done locally to meeting locations, etc. Other trips may include seminars or other locations for training.
