Executive Administrative Assistant

Location Type: Not Specified

 

At Midrex, you will do work that matters alongside people who believe you matter. The work won’t be easy, but it will be worth it. You’ll be part of a great team-with plenty of autonomy-to bring out your best. And you’ll be well compensated and have a best-in-class benefits package. Take a look:

• Competitive benefits effective from Day 1

• Dollar-for-dollar 401(k) matching (up to 6%)

• Profit sharing with 401(k) kicker

• Generous overtime for qualified positions

• 4 weeks of paid vacation

• Tuition reimbursement

• Raffles for professional sports tickets

• Half-day Fridays

• Flexible home/office work practices

• Paid time to volunteer

• Employee recognition awards

Since 1987, Midrex has been the world leader in direct reduction technology, offering the best proven method for decarbonization in the iron and steel industry available today. Our rapid growth is transforming the steel industry and our planet. And none of it would be possible without our people, who bring vision, compassion, and extraordinary expertise to this work every day. So, if you’re looking to do big work in a small-team environment, Midrex is just the place for you.

Position Summary:

The Executive Administrative Assistant will provide administrative support to Vice President – Commercial, Directors, Managers, and senior level staff.

Duties/Responsibilities:

• Arrange conferences, meetings, maintain schedules, and handle confidential matters.
• Maintain current individual files, records, manuals, etc.
• Assist with travel planning and make all international and domestic flight arrangements
• Maintain a good working relationship with our travel agency representatives’ vendors

• Assist in obtaining visas and/or new passports

• Process all visa work required for international travel to project site
• Maintain ongoing report of all visa’s held by the company/Contractor’s and expiration/renewal dates
• Maintain ongoing report of all Passports held by the company/Contractors for renewal process
• Coordinate with consortium partners and vendors as needed to secure work permits, and other documentation required for seconded personnel
• Assist Managers with all administrative work related as follows:
• Coordinate international travel for expatriate, vendor advisor and teammates
• Coordinate with consortium partner, vendor advisors, etc. as required and prepare and maintain all site-specific documentation such as work permits, residency permits, etc. for seconded site personnel
• Maintain logs to track Midrex Advisor and Midrex Personnel Visa status and travel to and from sites
• Assist with all contractor’s expense reports, pre-approvals and processing
• Assist Human Resources with contracts for contractors on project sites
• Coordinate all Personal Protective Equipment and safety clothing for site personal and teammates
• Assist other departments and employees during heavy work periods as necessary
• Process expenses
• Provide back up support to Executive Assistant to Chief Operating Officer and Chief Executive Officer
• Type various correspondences and reports
• Answer and transfers phone calls, screening when necessary.
• Prepare meeting minutes for critical meetings such as Midrex Monthly Project Review, COO monthly status meetings, etc.
• Provide guidance to assist with the professional development of junior administrative personnel

Skills/Abilities:

Required:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail
• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Ability to maintain confidentiality at the highest level
• Ability to organize and coordinate work assignments
• Advanced Excellent Microsoft Office Suite experience
• Excellent interpersonal skills and ability to interface with all levels of employees
• Flexible and adaptable in various situations and when interacting with many different personalities.

Preferred:

• Knowledge of visas and/or passport process
• Fluency in Russian, German, or Japanese

Education and Requirements:

• High school diploma or equivalent
• Post high school administration education preferred
• Minimum of five (5) years hands-on experience in a C-suite support position

Physical Requirements:

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

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Midrex is an equal opportunity employer and is committed to providing employment opportunities to all qualified individuals without regard to race, color, religion, sex, national origin, age, disability, or any other protected status in accordance with all applicable laws. In compliance with the Americans with Disabilities Act, Midrex will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the People and Culture department.