Executive Assistant

Site Executive Assistant

The Site Executive Assistant position provides administrative support for the Plant Manager and Site Leadership Team.  Candidates must have excellent organizational skills, should be dependable, able to work in a fast-paced setting, able to multi-task, set priorities, see tasks that need attention and take ownership, and complete tasks in a timely manner. Because this role supports leadership, protecting and maintaining confidentiality is a requirement of the role.

The job duties can vary widely from day to day depending on the given tasks, though typical duties are noted below. This role will also collaborate with other Administrative Assistants at the site and will at times be called on to support personnel and management across the plant.

Responsibilities

•    Perform administrative tasks including, but not limited to telephone coverage, correspondence, invoice payment, requisitions, expense report preparation, company credit card reconciliation, courier, and overnight package shipping, etc. 
•    Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
•    Foster positive relationships with internal and external contacts. 
•    Assist with new hire processes like company photos.
•    Order office supplies as required and maintain inventory levels.
•    Schedule, organize and coordinate meetings and meeting facilities, as requested.
•    Assist with event planning and logistics, as requested.
•    Be tactfully persistent when working to get tasks and initiatives completed.
•    Exercise a high level of confidentiality and discretion.
•    Support Site Leadership Team administrative projects.
•    BPCI visitor training and site access. 
•    Manage SharePoint access and modify/create SharePoint libraries/lists/sites.
•    Perform document control activities for procedures and manage SharePoint copies/updates.
•    Issue Monthly reports.
•    Employee Onboarding scheduling with Plant Manager. 
•    MyLearning Lab assignments and training records documentation.
•    Develop new MyLearning Lab segments (Storyline) as needed for the site.
•    Create annual and as-needed purchase orders for the site.
•    Create/maintain checklists and metrics and manage records of completion.
•    Coordinates and arranges meetings—preparing agendas, reserving and preparing facilities, etc.
•    Lead and coordinate site employee events and community relations efforts.
•    Attend leadership meetings and take notes, create action items and report on status.
•    Coordinate site recognition efforts and boot voucher program.
•    Ability to follow all safety, environmental, and company rules and policies

Required Qualifications

•    High school diploma or GED; one or more years of experience or training; or equivalent combination of education and experience. 
•    3+ years combined experience as an administrative assistant (or similar role) within a professional environment.
•    Strong computer skills with demonstrated proficiency in Microsoft Office software and the experience/ability to coach others in efficient use. 
•    Spreadsheets, SharePoint, and presentation software (MSWord, Excel, PowerPoint, Teams) and the experience/ability to coach others in efficient use. 
o    Microsoft Outlook - Experience in managing multiple calendars (edit/move/modify meetings) and creating and editing
o     distribution lists 
o    Microsoft Word - Experience in creation and editing of basic documents, mail merge function 
o    Microsoft Excel - Experience in building spreadsheets utilizing the various functions such as sum, sorting, filtering 
•    Ability to work overtime as necessary 
•    Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated professionalism, tact and diplomacy. 
•    Must possess excellent oral and written communication skills to be able to interface and communicate with customers, visitors and at all levels of the organization. 
•    Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. 
•    Must have strong organization and planning skills.
•    Must be a Notary Public or have the ability to become a Notary Public.
•    Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. 
•    Must have strong organization and planning skills.
 

Desired Knowledge/Skills/Abilities:

Desired Knowledge/Skills/Abilities:
•    Associates’ Degree or higher in Human Resources or Business/Office Administration 
•    2-5 years’ experience in manufacturing environment is preferred
•    Event Planning experience in a plant site environment
•    3+ years SAP experience

Physical Requirements and Working Conditions:
The characteristics described below are representative of those encountered while performing the essential functions of this position:

•    While performing duties of this job, would occasionally be required to stand, walk, sit, reach with hands and arms, climb or balance, stoop or kneel, talk and hear, and use fingers and hands to feel objects, tools or controls
•    Specific vision abilities required include close vision, distance vision, depth perception, and the ability to adjust focus
•    Must occasionally lift and/or move up to 25 pounds
 

Eastman Team Member Commitment to Safety

At Eastman, the safety of our employees, visitors, and the communities in which we operate is a core value of our culture. We must remember that we earn the right to operate in our communities, and we always want to send our fellow team members home safely. All team members must commit to:

• Operating with a zero-incident mindset and always take time to do the job safely. Never executing an activity that does not follow procedure or cannot be done safely.
• Stopping any process or work that is deemed unsafe.
• Following all procedures and training that have been established in designated work areas and raising concerns if there is not a way to follow procedures as currently written.
• Following the Eastman Life Critical Processes and Basic Safety Expectations.

• Actively identifying and eliminating hazards in the workplace and watching out for the safety of co-workers.
• Always using appropriate personal protective equipment (PPE) as it applies to the job and specific tasks.
• Reporting all job-related injuries or illnesses and near-miss incidents in a timely manner.

**Eastman Chemical Company does not offer relocation for this role or reimbursement for travel to and from interviews. If you consider a position that is not within the area you reside, you will be responsible for all cost that incur.