Tennant Company Executive Assistant in Eden Prairie, Minnesota
Tennant Company is seeking an Executive Assistant to provide diversified, effective, and proactive administrative support for two of our C-Suite executives: our SVP, Innovation & Technology and our SVP, Chief Commercial Officer. The focus of this job is to perform a wide variety of general as well as specialized and confidential duties to ensure our executives can efficiently accomplish key tasks and company initiatives, as well as partnering with other Executive Assistants to prioritize the constant, ever-changing flow of the C-suite requirements needed to deliver coordinated support to all our top executives. This role is critical to assisting the executives in executing day-to-day business activities within and outside the organization.
The Executive Assistant is responsible for keeping the executive’s communications organized, managing calendars, including scheduling meetings, confirming appointments, travel itineraries and arranging for transportation. In addition, each executive has specific requirements to be managed that may include record keeping, process oversight and other activities identified.
Expectations are that the individual would be willing to be in the office at least 3-4 days a week to support the executives onsite, although general flexibility can be discussed to address specific situations.
Provide high level support that anticipates the needs of the executives and appropriately represents the executive’s office. Have full availability to executives during core business hours, demonstrating responsiveness. Meet deadlines, understanding that support might occasionally require working after business hours and/or on weekends for logistical support.
Provide proactive calendar management for executives. Prioritize inquiries and requests while troubleshooting conflicts and understanding each executive’s organizational priorities; make judgements and recommendations to ensure smooth day-to-day engagements.
Complete a broad variety of administrative tasks that facilitate the executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; word-processing and editing of documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; coding and assisting with the payment of vendors; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executive’s style and organization priorities.
Work closely with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated. Anticipate executive’s needs in advance of meetings, conferences, etc.
Coordinate all team meetings and assist with staff meetings and events as needed. Provide event management support as requested.
Provide administrative support to members of the executive’s team as time permits and as agreed to with each executive.
Provide assistance to other C-Suite executives and EAs as necessary to provide back up and ensure a smooth, coordinated overall effort across the group.
Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.
Qualifications & Experience
This position requires a motivated self-starter and team player, who has a high degree of professionalism, ability to maintain confidentiality, and ability to stay calm under pressure.
Significant executive support experience, including supporting C-level executives.
Expert proficiency with Microsoft Office, travel and expense tools (e.g., Concur) and desktop publishing software including the ability to design and edit graphic presentations and materials in Microsoft PowerPoint.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Strong verbal, written communication, and proofing interpersonal skills. A strong attention to detail.
Strong planning, organizational, time and management skills - flexibility in changing work projects at a moment’s notice. Ability to complete a high volume of tasks and projects with little or no guidance, making appropriate, informed decisions regarding priorities and available time. Ability to be productive despite many interruptions, remaining efficient, prompt and cordial.
High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, and external partners.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Demonstrates common sense and use of good judgment is essential.
High school diploma or equivalent
5+ years providing executive level support