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Executive Administrator

Date: Jan 23, 2019

Location: Solon, OH, US, 44139

Company: Swagelok Company

Position Summary


Provide administrative support for senior executive.


Essential Duties & Responsibilities


  • Maintain the security and confidentiality of the senior executive office and all work related data and information
  • Act as a liaison between senior executive and others, both inside and outside the organization
  • Coordinate calendar and appointments for senior executive.  Anticipate and communicate schedule conflicts
  • Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Open, categorize, and prioritize mail and e-mail.  Scan items for completeness.  As needed, draft responses for senior executive's signature
  • Type, file, create, route, send, or otherwise discharge correspondence.  Destroy unneeded confidential information.  Track correspondence and routed mail when a response is required
  • Answer telephone and prioritize messages.  Provide phone backup to other executive and assistant’s telephones
  • Initiate, consolidate, prepare and send reports or presentations
  • Type and/or compose letters, faxes, transmittals, reports, speeches, itineraries, presentations, charts, meeting minutes, etc., as needed.  Distribute as required
  • Coordinate all aspects of meetings, which include the scheduling of date and time, sending the invitations, reserving the meeting area and arranging for its set-up, making arrangements for all equipment needed, preparing or providing all materials needed, and the ordering and set up of meals as required
  • Plan travel including reservations for air travel, ground transportation, hotel accommodations, and meeting rooms.  Secure seminars registrations, trade show badges, etc. as needed.  Coordinate/schedule meeting arrangements that occur during travel
  • Support other executive assistants when their need is critical or immediate
  • Has an executive admin as a direct report
  • Indirectly manages all of the Executive Administrators



Education and/or Work Experience Requirements




  • High school diploma or equivalent
  • Possess a confident, professional appearance
  • Able to remain flexible and composed in a fast-paced environment
  • Able to manage time effectively
  • Capable of managing multiple projects simultaneously
  • Able to prioritize and handle a heavy and varied workload
  • Excellent computer and typing skills
  • Excellent telephone skills
  • Excellent written and oral communication skills
  • Excellent grammar and composition skills
  • Able to work independently, as well as on a team
  • Able to work effectively without supervision
  • Be very detail oriented



  • 10+ years of office experience or equivalent training/education
  • Associate degree preferred


Critical Competencies


  • Organizational Awareness
  • Service Orientation
  • Empathy
  • Adaptability
  • Self Confidence
  • Emotional-Self Control
  • Influence


Working Conditions and/or Physical Requirements


  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
  • Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.


Swagelok is proud to be an Equal Opportunity and Affirmative Action Employer.  Applicants are selected without regard to race, ethnicity, creed, color, religion, sex (including pregnancy), age, national origin or ancestry, disability, genetic information, veteran/military status, sexual orientation, gender identity, or other protected characteristic under federal, state or local law


Swagelok will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 and the Americans with Disabilities Act Amendments Act of 2008.

Nearest Major Market: Cleveland