Fairbanks Morse
Executive Assistant (Finance)
Executive Assistant
About Fairbanks Morse Engine
Located in Beloit, Wisconsin, Fairbanks Morse Engine (FME) manufactures, assembles, tests, and distributes heavy-duty, medium-speed reciprocating engines under the Fairbanks Morse® and ALCO® brand names. Fairbanks Morse manufacturing is conducted in its U.S.-based facility. FME sells its high-performance engines directly to naval marine customers and shipyards. As a principal supplier of reliable diesel engines to the U.S. Navy, Military Sealift Command, U.S. Coast Guard, and the Canadian Coast Guard, FME enables the defense industry to complete worldwide mission-critical operations. FME is a division of Fairbanks Morse Defense, a portfolio company of Arcline Investment and a leading provider of reliable marine power solutions.
Learn more about FME by visiting www.fairbanksmorse.com.
Fairbanks Morse is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex/gender, sexual orientation, gender identity, age, ancestry, national origin, marital status, citizenship status (unless required by the applicable law or government contract), disability or protected veteran status or any other status or characteristic protected by law.
Job Description
Position Summary
The Executive Assistant to the COO is responsible for providing comprehensive support to the COO and the FME Executive Team and managing the organization's office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Principle Duties and Responsibilities
• Provide sophisticated calendar management for COO
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the COO's ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the COO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect COO's style and organization policy
• Work closely with the COO 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 COO updated. Anticipate COO's needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide a bridge for smooth communication between the COO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the COO.
• Manage all aspects of organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide hospitality to all guests and help to create a welcoming environment.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Other projects/duties as assigned for the overall benefit of the organization.
Qualifications, Skills and Educational Requirements
• Travel:
Less than 5%
Language:
English
As a federal contractor, Fairbanks Morse Defense (FMD) is subject to and enforcing Executive Order 14042, and FMD employees must be fully vaccinated as a requirement of employment. If a medical or religious exemption is needed, please request the proper documentation through your assigned FMD recruiter.
Equal Opportunity Employer/Veterans/Disabled
Other details