Executive Assistant

About HMT

HMT is the global leader in aboveground storage tank solutions. HMT brings a distinct level of innovation and service to the tank industry through a unique approach of partnering with customers to optimize tank operations. Knowing that every customer’s need is different, we use our decades of experience to customize solutions that help tank operations become more efficient, more productive, and more profitable.

Role Objectives:

The ideal candidate will thrive in a fast-paced environment, possess exceptional organizational and communication skills, and demonstrate the ability to handle a wide range of administrative tasks with efficiency and professionalism. This role requires someone who can adapt quickly to changing priorities and anticipate the needs of our CEO.

Key Responsibilities:

• Manage the CEO's complex calendar, including scheduling meetings, appointments, and conference calls, while proactively resolving scheduling conflicts
• Coordinate all aspects of travel arrangements, including flights, accommodations, transportation, and itinerary planning, ensuring seamless travel experiences
• Handle personal tasks and errands for the CEO, always maintaining confidentiality and discretion
• Plan and execute internal and external events, meetings, and conferences, including logistics, agenda preparation, and on-site coordination
• Provide administrative support to the senior leadership team, including preparing presentations, reports, travel arrangements, and correspondence, and assisting with special projects as needed
• Serve as the primary point of contact for the CEO, screening and prioritizing incoming communications, and responding to inquiries in a timely and professional manner
  
• Manage expenses, invoices, and reimbursements for the CEO, maintaining accurate records and adhering to company policies
  
• Act as a liaison between the CEO and internal/external stakeholders, building strong relationships and representing the CEO's interests with integrity and professionalism (including contacts at Private Equity firm)
  
• Handle ad-hoc administrative duties and special projects as assigned, demonstrating flexibility and a proactive approach to problem-solving

Skill Requirements:

• Strong organizational skills and attention to detail, with the ability to multitask and prioritize effectively under pressure
• Excellent communication and interpersonal skills, with the ability to interact professionally with individuals at all levels, both internally and externally
• Discretion and confidentiality in handling sensitive information and confidential matters
• Flexibility and adaptability to changing priorities and deadlines, with a proactive and solutions-oriented approach
• Professional demeanor and ability to maintain composure and professionalism in high-pressure situations

Key Accountabilities:

• Efficiently manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements. Ensure seamless travel experiences and optimize the CEO's schedule.
• Provide comprehensive administrative support to the CEO and senior leadership team. Act as the primary point of contact, screening communications, and representing the CEO's interests professionally.
• Plan and execute internal and external events, meetings, and conferences. Serve as a liaison between the CEO and internal/external stakeholders, building strong relationships and representing the CEO's interests with integrity.

Qualifications:

• Employment and Labor Laws
• Ability to manage multiple projects
• Must be able to manage highly confidential and sensitive information
• Proficient with Microsoft Office applications (Word, Excel, PowerPoint)
• Ability to multi-task, work under pressure and adapt to change
• Bachelor's degree preferred
• 2+ years Executive Assistant, or similar role

Education/Training:

• Bachelor's degree preferred

Experience:

• 2+ years Executive Assistant, or similar role

HMT is an Equal Employment Opportunity Employer. We will not tolerate discrimination because of race, color, religion, sex, age, national origin, military or veteran status, mental or physical disability, genetic information, gender, gender identity or expression, sexual expression, or any other unlawful reason. All qualified applicants are encouraged to submit applications for employment. Employment with HMT is At-Will.

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