Executive Assistant

Roto North America is a subsidiary of Roto Window and Door Technology, a global leader in window and door hardware, with 15 production plants and more than 30 subsidiaries worldwide. Through its 2 companies, Roto Frank of America, Inc. and Roto Fasco Canada, Inc., Roto North America has been manufacturing and offering a variety of leading North American and European window and door hardware products in the USA and Canada.  

This role will report directly to the CEO & President and includes scheduling appointments and managing the Executive's calendar, travel engagements, tracking expenses, and preparing materials for meetings, Committees, and other Board meetings. This role will also will also provide administrative and business support to other members of the Executive Team as needed. 

General information on the position: 

Work location: Chester, CT

Position Type: Full Time, on-site

Work Schedule: Monday- Friday 8AM-5PM

Travel Requirements: minimal

Responsibilities:

• Calendar Management: Schedule and manage appointments, meetings, and events for President & CEO and other executives, as required.
• Communication: Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
• Travel Arrangements: Organize travel plans, including flights, accommodations, and itineraries.
• Document Preparation: Prepare reports, presentations, and other documents as needed.
• Meeting Coordination: Arrange and coordinate meetings, including preparing agendas and taking minutes.
• Office Management: Oversee office supplies, equipment for President & CEO.
• Confidentiality: Maintain confidentiality of sensitive information and documents.
• Project Assistance: Support executive with various projects and tasks as required.
• Expense Management: Track and manage expenses, including preparing expense reports.
• Relationship Management: Build and maintain relationships with internal and external stakeholders.

 Goals:

• Efficiency Improvement: Streamline processes to improve efficiency and productivity.
• Effective Communication: Ensure clear and timely communication between executives and other parties.
• Time Management: Optimize the executive's schedule to maximize productivity.
• Professional Development: Continuously improve skills and knowledge relevant to the role.
• Support Excellence: Provide high-quality support to executives, anticipating their needs and proactively addressing them.
• Relationship Building: Foster strong relationships with key stakeholders to facilitate smooth operations.
• Confidentiality Assurance: Maintain the highest level of confidentiality and integrity in handling sensitive information.
• Adaptability: Quickly adapt to changing priorities and demands.
• Problem Solving: Proactively identify and resolve issues that may arise.
• Goal Alignment: Align personal goals with the executive's and organization's objectives to ensure cohesive progress.
• Compliance:  Maintain and organize compliance-related documents, including policies, procedures, and reports.

Required Skills & Competencies:

• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized workspace.
• Communication Skills: Strong verbal and written communication skills to interact with executives, colleagues, and external stakeholders.
• Time Management: Efficiently manage time and schedules, ensuring deadlines are met and appointments are kept.
• Attention to Detail: Meticulous attention to detail to ensure accuracy in tasks such as document preparation and data entry.
• Problem-Solving Skills: Ability to anticipate issues and find effective solutions quickly.
• Confidentiality: Maintain discretion and handle sensitive information with the utmost confidentiality.
• Technical Proficiency: Proficiency with office software (e.g., Microsoft Office Suite) and other relevant tools and technologies.
• Interpersonal Skills: Build and maintain positive relationships with internal and external contacts.
• Adaptability: Flexibility to adapt to changing priorities and demands in a fast-paced environment.
• Project Management: Ability to manage and support various projects, ensuring they are completed on time and within scope.
• Resourcefulness: Ability to find quick and clever ways to overcome difficulties.
• Professionalism: Maintain a high level of professionalism in all interactions and tasks.

Work Environment: 

This position operates in a professional office environment, and routinely uses standard office equipment such as computers, phones, copiers, scanners, printers. 

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift up to 20 pounds at times. 

Minimum Required Education:

Bachelor's degree (relevant experience can substitute for education)

Required Work Experience: 

•  3 – 5 years of administrative experience
• Proficiency in Microsoft Office 
• Proficiency in verbal and written English - German is considered a plus
• Preferred:  7+ years of Executive Assistant experience
• exposure to international travel- preferred

Benefits:

 Roto offers an attractive salary and benefits package:

• 401(k)
• 401(k) matching
• Employee assistance program
• Employee discount program
• Medical insurance
• Dental insurance
• Vision insurance
• Flexible spending