Job description

Position Summary: The Executive Assistant will provide comprehensive administrative support to the VP/GM and other members of the Americas leadership team, including calendar management, travel arrangements, meeting and event coordination. This position will make decisions using considerable discretion and independent judgment. This is the key administrative position for the premier Brand in Automotive Shop equipment and services with revenues in excess of $700,000,000. As part of the Executive team, this role will be essential in helping develop and implement strategy, drive and change culture, and transform the business in this exciting time of change.

COMPANY OVERVIEW: Dover’s Vehicle Service Group is the global leader in designing and manufacturing vehicle service, collision, and automotive OEM equipment. It is one of the founding companies of Dover Corporation, an eight billion dollar diversified global manufacturer. VSG consists of fifteen leading vehicle lifting brands (Rotary, Forward, Blitz, Ravaglioli, etc.), collision repair (Chief), wheel services, diagnostics (Butler, Rotary, Chief, and Ravaglioli), and tier-one automotive brands (Warn Automotive) with operations worldwide, including regional business operation centers and large manufacturing facilities in the U.S., Europe, and Asia.

ESSENTIAL FUNCTIONS:

Executive Assistant

• Manage multiple complex calendars, meetings, conferences, and event scheduling for the General Manager and members of the leadership team as required.
• Maintain absolute confidentiality while dealing with all levels of company management and personnel, company financial partners, Dover/Corporate office, and outside service providers.
• Collect and analyze data to produce reports in support of VP/GM’s responsibilities.
• Responsible for the Travel Management Program at VSG Americas. Responsibilities include but are not limited to: maintaining and updating the Travel and Entertainment Policy, training new employees on travel management software, booking travel for Executive Leadership Team and infrequent travelers, coordination of international travel approval, report monitoring of travel spends, participating in monthly calls with Dover strategic sourcing team and travel software administration.
• Manage complex cross-functional projects as required by General Manager.
• Assist and/or prepare letters, memos, presentations and other documents or correspondence for the VP/GM or other Executive Leadership Team Members in support of Corporate meetings, company meetings, executive meetings, financial partners, and customers.
• Plan, schedule and communicate staff, company-wide, project/product, or team leader meetings to multiple levels of the organization including arrangements of catering, venue selection, and set-up.
• Manage and act as delegate approver for expense reports and timecards for VP/GM and other executives as requested.
• Partner with Administrative teammates within Madison, Detroit, and VSG Corporate locations to successfully execute assigned projects, initiatives, and/or meeting/events.
• Travel may be required within this role to support efforts at other Americas locations.

Office Manager

• Responsible for planning and coordinating the entire range of activities of the organization associated with the non-manufacturing function in conjunction with maintenance/facilities. Perform general office/facilities management duties to include: Assist with office layout planning and office moves and with managing and maintaining IT infrastructure.

Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.

• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues ss needed (including postage meter, conference room scheduling).
• Design, communicate, and oversee implementation of office operations, policies, and procedures.
• Identify opportunities for process and office management improvements, and design and implement new systems.

Executive Leadership Team (ELT)

• Plan and facilitate executive meetings and offsite events as needed; including but not limited to event logistics, facilitation, agenda creation, presentation prep, catering, etc.
• Maintain Annual Operating Plan for Admin function, forecasting, and budget for responsible areas.
• Participant in strategy development/launch and organization of goal deployment.
• Manages and direct the internal and external communication for the organization.
• Maintains standards and process guides for ELT.
• Development and maintenance of SharePoint and Teams sites for multiple executive teams.

CRITICAL SHORT-TERM OBJECTIVES or CRITICAL ASPECTS OF ROLE NEXT 2-3 YEARS

• Engage locally with Madison site and staff to develop clear understanding and ability to partner.
• Build relationships and teamwork across functions and sites for Americas.
• Develop a culture of accountability, ownership, and teamwork.
• Develop and deploy standard work and tools that deliver consistency, simplify work, and enable our talent.
• Develop and consolidate administrative roles, talent, and organize to support business functions.

Required Education and/or Experience:

• Bachelor’s degree (preferred) or equivalent experience
• 7+years administrative experience
• Experience with a products design and manufacturing company (preferred)

KEY DOVER COMPETENCIES:

• Builds and Manages Collaborative Relationships: Establishes and nurtures numerous relationships within VSG and Dover. Takes action to partner with the communities in which we operate and to be an appropriate corporate citizen.
• Change Leadership: Aligns an organization and its people to drive for improvement and adopt new, challenging directions. Energizes a whole organization to want to change in the same direction. Influences others in a mature and empowering manner.
• Motivates and Inspires: Creates an environment that stimulates others to follow. Builds teams that fully use individuals’ capabilities, creating results beyond just the sum of the parts.
• Self-Awareness and Personal Development: Role models a personal leadership style that includes self-awareness; accepts feedback, understands and maximizes strengths while working to overcome weaknesses.

Required Qualifications, Skills and Abilities:

• Demonstrated experience working across time zones, regions, and locations in support of a distributed Executive team with focus in Americas region as part of a global business.
• A true appetite for change and growth, combined with a willingness to affect others around you, gain trust, and build commitment that results in a high-performing Executive team.
• Strong relationship and communication skills commensurate with the job tasks and position. Including the ability to communicate clearly and effectively with a range of individuals from company executives to direct personnel, and customers alike.
• Ability to review, comprehend, interpret, process and evaluate effectively written work instructions and procedures written in English, in conjunction with the performance of the essential functions and other assigned job duties.
• Strong interpersonal and conflict resolution skills including ability to work efficiently in a fast-paced work environment while maintaining a calm, rational and respectful demeanor and communication style.
• Strong troubleshooting, problem-solving, research, organizational and analytical skills, combined with the ability to prioritize tasks and meet established deadlines.
• Well-reasoned decision making with a high attention to detail regarding organization, planning, workflow, and project prioritization to ensure tasks are completed efficiently and accurately.
• Highly ethical, self-motivated individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment.
• Excellent knowledge of Microsoft Office and Enterprise Tools. Knowledge of financial, business, and legal documents (corporate minutes, contracts, leases, intellectual property, etc.)

Physical Requirements:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Receive, understand, evaluate, and appropriately respond to communications from employees, members of management, customers, vendors, and visitors using available technology, in person and in a public setting when necessary.
• Work for extended periods of time in a stationary position daily while operating a computer and other tools and equipment in conjunction with completing required job tasks.
• Maintain professional and respectful communication style to ensure reactions and responses to both emergency and non-emergency situations serve as an example to others of appropriate workplace communications.
• Provide intellectually sound and well-reasoned answers, recommendations and solutions to identified business problems, issues and/or questions. Efficiently and quickly analyze, process, manipulate, and accurately record extensive amounts of data (some of which is technical in nature) and other information that serves as the basis for this position.
• Move to, from and within the designated work area frequently and consistently throughout the work day and regularly throughout our building and/or across Warn Automotive-related property site locations, possibly during inclement weather.
• Use a personal computer or other technology devices frequently and consistently for the purpose of reviewing, analyzing, creating, transmitting, and presenting documents, data and other business-related information.
• Lift, transport and/or move up to 20 pounds of weight occasionally in the performance of regular duties. Occasional bending, stooping, walking up and down stairs, and kneeling may be required.

Environment/Atmospheric Conditions:

The work environment conditions described here are representative of those an employee encounters while performing the essential functions of this position. This position’s job duties are performed generally in an office environment with traditional office lighting and office furniture, as well as consistent and frequent noise, interruptions, and other similar distractions. The team member may also occasionally be required to work in a shop or warehouse type environment. Team members in this position may be exposed to loud noises from operating machinery, cold temperatures, chemicals, and vapors, and possibly injury associated with work involving manufactured parts, assembly and heavy machinery.

Machines, Tools, Equipment, Software:

Personal computer, network environment, fax machine, copy machine, other office equipment, JD Edwards and -other specific software as outlined in the position Requirements.

The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties that may be required for this position. Additional duties are performed by the individuals currently holding this or similar positions and additional duties may be assigned.

EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $60,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Work Location: One location

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