Job Title: Executive Assistant - Sales & Operational Support
Reports To: Chief Financial Officer - Dotted Line to Acme-Hardesty Executives
Location: Hybrid (Blue Bell, PA) - 3 days weekly in office
OUR COMPANY:
Building upon a heritage of more than 160 years, Jacob Stern & Sons / Acme-Hardesty prides itself in our commitment to lead with compassion, humility, and a sense of humor. This is why our employees provide solutions where others may only see problems. We are a uniquely peculiar company offering refuge to professionals who value respect and dignity rather than the status quo.
Have you ever wondered what it would be like to operate in an environment that rewards those who are passionately curious? It may just be time for you to escape the "daily grind" and join the Acme-Hardesty family. Embrace the change that results from lifelong learning and open collaboration. Take a closer look at Acme-Hardesty.
Acme-Hardesty Co., a division of Jacob Stern & Sons, Inc., is in Blue Bell, Pennsylvania and has evolved today into one of the largest distributors of renewable palm oil derivatives, castor oil and its derivatives, glycerin and preservatives and surfactants. The business serves as the bridge that connects suppliers in Southeast Asia, the Middle East, and South America with customers in North America. Acme-Hardesty brings essential materials, needed by thousands of manufacturers, to create products that benefit millions of consumers.
POSITION OVERVIEW:
We are seeking a highly adaptable individual who can efficiently manage multiple competing priorities and seamlessly transition between diverse tasks. The ideal candidate will demonstrate exceptional organizational skills, the ability to prioritize effectively, and the capacity to manage rapid changes in workload.
RESPONSIBILITES AND ACCOUNTABILITES:
Invoice Processing (40%):
- Collect documentation from our Warehouses to invoice our customers.
- Resolve discrepancies between the Warehouse documentation and our ERP system.
- Maintain accurate records of all transactions.
- Communicate with the Accounts Receivables team to perform invoicing.
- Collaborate with the finance team to streamline invoice processing procedures.
- Organize and manage invoice packing schedules to ensure deadlines are met.
- Work is performed 3 hours / day with an increase in time allocation during month end close.
- Print checks - as needed.
Sales Executive Support Admin (20%):
- Provide administrative support to the sales executive team.
- Assist in the preparation of sales presentations and proposals.
- Coordinate and schedule sales meetings and calls.
- Manage customer inquiries and provide timely responses - as needed.
- Support the sales team in organizing and executing sales campaigns and events.
Executive Assistant (15%):
- Provide comprehensive administrative support to the executive team.
- Manage executive calendars, schedule meetings, coordinate travel arrangements, and manage concur reports.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Manage confidential information with discretion and professionalism.
- Assist in the preparation of reports and meeting agendas.
- Organize and prioritize tasks to ensure efficient workflow and timely completion of projects.
Office Administration (15%):
- Manage daily office activities to ensure efficient operations.
- Maintain office supplies inventory and place orders as needed.
- Coordinate office maintenance and repairs.
- Manage incoming and outgoing mailings while organizing and maintain filing systems, both physical and digital.
- Assist with onboarding of new employees.
- Develop and implement office policies and procedures to enhance productivity and organization.
- Plan and coordinate office events and meetings, including logistics and catering.
Event Planning (10%):
- Support the sales team in organizing and executing sales campaigns and events.
- Sales Award Ceremony (1x/year)
- Plan and coordinate office events and meetings, including logistics and catering.
- Town Halls (4x/year)
- Company Sponsored Events (4x/year)
- In Office Events (every other month)
KNOWLEDGE, ABILITIES, AND SKILLS DESIRED:
- Proven experience in executive support, office administration, invoice processing, and sales support. This includes the ability to manage multiple competing priorities and seamlessly transition between diverse tasks.
- An elevated level of emotional intelligence as displayed through effectively managing and responding to one's own emotions and the emotions of others. This includes the ability to empathize, build strong relationships, and navigate interpersonal dynamics with ease.
- Skill in creating a positive and lasting first impression, demonstrating professionalism and confidence from the initial engagement with clients and colleagues.
- Ensure the production of high-quality work that is accurate and free from errors or defects, adhering to established processes and standards.
- Demonstrated integrity by managing and safeguarding sensitive information with the utmost discretion and confidentiality.
- A high level of digital acumen with the ability to quickly learn and adapt to various software systems and online platforms. This includes proficiency in using cloud-based tools and collaboration platforms (e.g., Microsoft Teams).
- An ability to troubleshoot and resolve basic technical issues.
Preferred Software Skills:
- Proficiency in Microsoft Excel with advanced skills in the creation of presentations in Microsoft PowerPoint.
- A mastery of Microsoft Outlook for email management and scheduling at the executive level including other scheduling and organizational tools.
- Record of using AI tools to creatively work smarter while sharing that knowledge with others.