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Executive Assistant

NSL Analytical Services Inc. is an independent, commercial materials testing laboratory. Our services comprise a broad spectrum of analytical testing for quality control, failure analysis, product performance, and material selection and characterization. We are currently searching for the most talented individuals to join our staff. We are always looking for team players with good problem-solving skills, strong attention to detail, and the ability to organize and multitask to meet production deadlines. Ideal candidates will be flexible, team oriented, willing to learn multiple facets of our business, and seek to increase their scientific knowledge.

Job Title:

Executive Assistant

Department: Administration

Reports To:

Executive Leadership Team

FLSA: Non-Exempt

Date:

January 13, 2021

Full-time Position

 

Position Summary:

Executive Assistant will perform a broad range of administrative duties for Executive Leadership team. The candidate must be competent in performing tasks with minimal direction and willingness to handle a wide variety of situations, as well as competing priorities, in a timely and efficient manner. The candidate must have outstanding time management and organizational skills.

Essential Functions*:

  • Draft and prepare routine and advanced correspondence including emails, letters, memoranda, meeting minutes, power point presentations and excel reports. Review outgoing correspondence for accuracy, format consistency, signatures, and conformance with executive procedures
  • Prepare, compile, and maintain confidential information and reports Assist with administrative aspects of company programs and events including recording meeting minutes and handling meeting planning and agenda
  • Schedule appointments, meetings, and maintain complex and changing calendars working through scheduling roadblocks
  • Arrange all domestic and international travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, etc. as necessary
  • Key liaison for the organization to ensure preparation for meetings and events run smoothly. Meeting planning includes anticipating materials needed for meeting as well as preparation for internal/external meetings
  • Provide routine administrative support such as copying, faxing, scanning, organizing, and filing confidential files and records systems of the organization

Qualifications (Knowledge, Skills, Abilities, Education, Experience):

  • 5+ years of administrative experience
  • Highly proficient in Microsoft Office Suite
  • Ability to learn new tasks and software  
  •  Ability to prioritize and meet deadlines
  • Excellent organizational skills and attention to detail 
  • In-depth understanding of clerical procedures and systems such as recordkeeping and filing
  • Ability to work in a team environment
  • Excellent oral, written communication, and interpersonal skills
  • Ability to use independent judgment and to manage and impart confidential information

Work Conditions/Physical Demands:

Office/General lab environment includes sitting, standing, and walking; infrequent lifting of up to 20 lbs., pulling, pushing, carrying, reaching, bending, twisting, climbing, squatting, and crouching.  Office is attached to a lab that contains toxic materials with possible exposure to odors, acids, fumes, and other reactive materials.

Reasonable Accommodations:

This description is representative of the knowledge, skills, abilities, and physical requirements to successfully perform the job.  At the employee’s request, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

This job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties and responsibilities required of job incumbents.  Consequently, job incumbents may be asked to perform other duties or work overtime as required.

This position is subject to the International Traffic in Arms Regulations (ITAR) which requires U.S. person status. ITAR defines U.S. person as an U.S. Citizen, U.S. Permanent Resident (i.e. 'Green Card Holder'), Political Asylee, or Refugee. Visa sponsorship is not available for this position.

Please submit your resume to emccafferty@nslanalytical.com.