EXECUTIVE ASSISTANT TO THE CEO

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Job description

At Daniel Defense, Only the Best Build the Best

Who Should Apply:

Daniel Defense is looking to hire a highly adaptable, tenacious, and curious executive assistant willing to take on multiple organizational, planning, and daily tasks to support the CEO so they can focus on driving the business's strategic vision. This individual should be open to multitasking, coordinating events, working with multiple stakeholders, problem-solving, and executing on daily, weekly, and monthly regularly scheduled projects.

Desired Traits:

Hungry to serve, eager to learn, curious, adaptable to change in the environment and schedule, willing to take on projects, intelligent, and organized.

About Daniel Defense:

Daniel Defense engineers and manufactures the worlds finest firearms systems and accessories. We are a faith-based organization, intensely focused on providing top quality small arms solutions to our military and law enforcement communities as well as to civilians seeking premium rifles for home defense, hunting, and sport shooting.

About the Role:

As an Executive Assistant to the CEO, you will be responsible for the functions outlined below.

Essential Functions:

• Responsible for completing a wide variety of professional and personal responsibilities for the CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for all meetings.
• Provides primary support to the CEO and support the other C-Suite Executives as needed.
• Provides personal tasks as necessary for the CEO to free up time for the executive.
• Manages complex and confidential email accounts, email filing, and clearing daily email influx.
• Assists with developing and formatting executive-level presentations and reports for quarterly business reviews, ad hoc senior leadership presentations, and Board Meetings.
• Organizing and coordinating conference calls/video conferences
• Compiles and prepares regular or special reports necessitating data selection from various sources.
• Composes correspondence of a general business nature or composed from marginal notes and verbal instruction, the nature of which is highly confidential, important, and of all grades and character involving financial, legal, technical, and other business terminology.
• Receives, screens, and relays telephone calls and places outgoing calls.
• Opens, scans, and sorts executive office mail for importance, urgency and distribution.
• Acts as a liaison, maintains appointment agenda and keeps executive informed as to commitments.
• Plans and coordinates specified meetings, dinners and other events; arranges meeting and conference schedules as directed and notifies participants.
• Organizes, maintains, and assumes custodial responsibilities for executive's documents, files and records
• Attend business functions during and after normal business hours, as required.
• Makes themselves available for calls, texts and emails as needed.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Executive Leadership Team, Directors and other senior leadership/management team, on matters related to the CEO's initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ability to lead the company effectively.
• Coordinates and expedites the completion of assigned administrative projects, sometimes requiring the involvement of departmental managers, supervisors, and professionals.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintains discretion and confidentiality in relationships with all necessary parties.
• Adhere to compliance with applicable rules and regulations set regarding company matters, including advance distribution of materials before meetings in electronic/paper format.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans
• Edits and completes first drafts for written communications to external stake holders
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the CEO to donors
• Other responsibilities as deemed appropriate or necessary.

Knowledge and skills:

• Curiosity, driven to learn, willing to try new tasks.
• Associates Degree or a combination of related experience preferred, education and/or training to sufficiently and successfully perform the essential functions of the job.
• Strong work tenure: 5+ years experience supporting senior management in a manufacturing organization. Preferred 5+ years experience in supporting C-Suite Executives
• Proven ability to handle confidential information with the highest degree of discretion and integrity, be adaptable to various competing demands, and demonstrate the highest level of service and response
• The ideal candidate will be a self-starter and resourceful with excellent verbal and written communication skills.
• Anticipates needs and being confident, articulate, be extremely proactive and able to act on their initiative
• Time management is critical, being able to prioritize demands and have excellent attention to detail.
• Experience and interest in internal and external communications, partnership development, and outreach
• Advanced knowledge of Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, and external partners or associates
• Ability to influence others to meet deadlines and keep calm under pressure.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Demonstrated ability to recognize and work in accordance with our Permission to Play Values.

Physical Requirements:

• Must be able to lift and carry items weighing up to 50 pounds.
• Requires intermittent standing, walking, sitting and bending throughout the normal work day.
• Must be able to work in a manufacturing environment, to include working in and around machinery, exposure to noise and chemicals, lights/lasers, etc.
• Must be able to wear appropriate Personal Protection Equipment as required by your position and/or Company policy.

Daniel Defense is an EOE AA M/F/Vet/Disability employer and promotes a "Drug-Free Workplace."

Note: The statements above are intended to describe the general nature and level of work being performed by those assigned to the job. This list is not intended to be an exhaustive list of responsibilities, duties, and skills required of personnel in this job. Responsibilities are subject to change at the discretion of the employer and do not establish a contract of employment Daniel Defense is an at-will employer.

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