IDEX Executive Administrator in Ocala, Florida
If you’re looking for a special place to build or grow your career, you’ve found it. Whether you’re an experienced professional, a recent college graduate or somewhere in between, IDEX is a place where you can apply your existing skills and learn new ones in an environment where you can make an impact.
With interesting opportunities in engineering, marketing, sales, supply chain, operations, HR, finance, and more across more than 40 diverse businesses (https://www.idexcorp.com/our-businesses/business-segments/) around the globe, chances are, we have something special for you.
The IDEX team currently has an opening for a Group Executive Administrative Assistant located in our Ocala, FL office. As an Executive Assistant, you will provide advanced administrative support and relief of administrative detail to company executives, availing them the additional time for their top management responsibilities.
Responsible for contributing to the efficient use of the executive's time by relieving the executives of those administrative details capable of being delegated
Responsible for performing a multitude of highly complex administrative tasks and providing full administrative support using superior knowledge of administrative functions
Provides administrative assistance to support the executives in daily work, i.e., anticipates & follows-up on deadlines ensuring information is available, communicates with people inside and outside the company, researches and gathers information, completes projects and assignments punctually, etc.
Utilizes discretion, judgment and initiative to continue the work responsibilities of the office when the executive is unavailable in an efficient manner
Determines within moderately well-defined limits the activities and duties that can be executed without the personal review or clearance of the executive
Responsible for maintaining executive's calendar, schedules meetings as requested, identifies & assesses strategic priorities when conflicts arise, consults with executive when necessary, picks up mail, promptly responds to written requests when appropriate and routes postal mail which does not require executive's attention
Responds quickly and enthusiastically to rapidly changing demands. Anticipates deviations from schedules and proactively and independently works to develop adjusted plans to address such changes.
Assist with preparation of reports, presentations, spreadsheets and other complex documents for presentations to the Board and other needs. Coordinate and facilitate virtual meetings as needed (e.g. MS Teams, Zoom, etc).
Work with all team members with other staff to provide cross coverage for departmental staff functions to include: Agendas, meeting action items, maintain department calendars & overall day-to-day corporate office functions.
Meticulous attention to detail when arranging all travel, lodging accommodations and transportation as required by the executive. The incumbent must tend to all the details involved with executive's visits to IDEX domestic & global business units. Coordinates travel for, IDEX interview candidates and business guests. Prepares & reconciles expense reports..
Provides support of daily office operations and serves as front-line liaison for all IDEX visitors, guests & customers.
Assist with special projects and back-up as needed.
5+ years of administrative assistant at an executive level
Previous experience with booking global travel, preparing and completing expense reports, managing calendars, etc.
Previous experience working in a corporate setting with an established executive leadership structure or comparative experience.
The employee must demonstrate a high level of professionalism
Integrity, Trust, and Strong Work Ethics
Ability to handle confidential and sensitive matters
Excellent communication (written and verbal) and customer service skills
Outstanding computer skills. Knowledge of Microsoft Office suite (Word, Excel & PowerPoint).
Strong organization and follow-up skills, with the ability to multi-task to meet deadlines
Detail-oriented, forward thinking, self-starter with a positive can-do attitude
Ability to analyze and drive solutions based on business needs and directions
Display outstanding self-initiative requiring minimal supervision
Ability to deal with problems in a professional manner
Time management and organizational skills
Ability to focus on customer satisfaction, internal team building, promote a positive company image, and remain professional, friendly and self-motivated.
Excellent interpersonal skills and the ability to communicate effectively and skillfully with individuals at all levels
Are you ready to join a different kind of company where our people, our culture, and our commitments are centered around providing trusted solutions that improve lives around the world?
IDEX is an Equal Opportunity Employer and Affirmative Action Employer. IDEX gives consideration for employment to qualified applicants without regard to race, color, religion, creed, genetic information, sex, sexual orientation, gender identity or expression, marital status, age, national origin, disability, protected veteran status, or any other consideration or protected category made unlawful by federal, state or local laws (Minorities/Females/Protected Veterans/Disabled).
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Job Family: Administrative
Business Unit: Hale