Executive Assistant Job at Block Imaging in Fort Wayne

Overview

Executive Assistant role at Block Imaging. Provide high level administrative support to executive leadership, handling all administrative detail, scheduling and coordinating appointments and meetings, and maintaining the leader’s schedule. Handle interactions with members of senior staff; arrange meetings and appointments and handle confidential matters with diplomacy and discretion. Perform a wide variety of administrative tasks as needed and manage assigned projects including research and report preparation.

Responsibilities

• Handle all administrative matters for the President’s office, including incoming mail, faxes and memos and routine correspondence.
• Manage and maintain the leader’s schedule, calendar and appointments.
• Represent the leader in certain meetings when needed.
• Communicate the expectations of the leader to others as needed.
• Prepare and make arrangements for assigned executive and all team meetings.
• Make travel arrangements including purchasing tickets, arranging accommodation, and scheduling meetings.
• Handle special projects as assigned, varying in length and complexity; may involve legal aspects of the business and support to growth and development.
• Prepare reports and conduct research as assigned, including financial/sales reports.
• Serve as a point of contact for assigned leader and other team members, ensuring smooth communication, providing feedback and maintaining confidentiality as required.
• Assist the Management team with special projects and provide feedback in decision-making as requested by managers.
• Stay connected to team members, addressing needs and issues that may not be visible to leadership; provide appropriate support and inform leaders of follow-up needs.
• Help maintain team culture, planning events, farewells and celebrations as requested.

Requirements

• Role Competencies: ability to set and meet goals, meet deadlines, organize work; problem solving with initiative; flexibility and mature leadership; service-oriented and respectful; team player; high standard of project completion; customer service experience; thorough knowledge of safety regulations; exceptional written and verbal communication; proficiency in Excel, Word, Outlook, keyboarding and internet research; compliance with KPIs.
• Education or Relevant Experience: Associate's degree in business or equivalent experience; one year of experience in the medical imaging equipment business desirable.
• Skills: communication (active listening, written and spoken, discretion), organizational (prioritization, detail orientation, adaptability), flexibility in fast-paced environments, interpersonal skills, computer skills (Excel, Word, Outlook, PowerPoint; SAP experience preferred), professionalism and confidentiality, basic knowledge of business/management principles.

Physical and Environmental

• Physical activities including long periods of sitting or standing, keyboarding, reading on a computer, telephone work and filing; ability to lift 25–50 lbs occasionally.
• Exposure to loud noises, machinery, and hazardous materials as applicable; MSDS available.

Block Imaging Parts & Service is an Equal Opportunity Employer. The above job definition information is intended to indicate the general nature and level of work performed; duties and responsibilities are subject to change based on business needs.