Administrative Assistant, Executive Office

Administrative Assistant, Executive Office

Located in Peoria, Illinois, Natural Fiber Welding, Inc. (NFW) produces a scalable and sustainable universe of peerless high-performance materials created from abundant natural sources. NFW is driven by an entrepreneurial spirit, innovative ideas, and the desire to commercialize new products from nature and is comprised of a team of scientists, engineers, and business leaders who are spired to impact the world. We are looking for exceptional talent who can contribute to our exciting and fast-paced, rapidly growing organization.

The candidate for this role must be based in Peoria, Illinois or willing to relocate. This is an in-office role with occasional telecommuting, based on the needs in the office. A people person is crucial, as the candidate will interact with many individuals of all backgrounds and cultures, internal and external, face to face and via audio/phone.

The Administrative Assistant plays an integral role in providing support to the Executive Assistant. Ultimately, the Administrative Assistant should be able to perform the same tasks as the Executive Assistant and cover for the EA. The AA works with the EA cross-functionally and with the entire Leadership Team, Customers and occasionally the Board of Directors. This is a high profile role and requires the utmost dedication and discretion.  This position is in Peoria, IL and is onsite. 

Role Requirements: 

  • Support the Executive Assistant and indirectly the President. Occasionally requests will be made for help in supporting members of the Executive Leadership Team and members of their teams. Requests will be directed by the Executive Assistant.
  • A savvy self-starter who takes initiative and is also able to take direction well, in order to execute tasks independently. A forward thinker.
  • Must have an extremely high level of integrity and discretion in handling confidential information.
  • A good listener with the ability to listen intently, process information, then proceed with the task at hand.
  • A sense of urgency and the flexibility to change direction seamlessly is needed. Maintaining a balanced and professional disposition despite consistently changing priorities, high pressure situations and with all levels of stakeholders. 
  • A willingness to roll up your sleeves and be a team player is a must. Someone who knows that they will be relied upon heavily. 

  • At least five years of support in Office Administration
  • Some exposure to the C Suite is a plus, but not necessary as long as the individual fits the *Key Competencies* listed below. The Executive Assistant will help the right candidate achieve the standards and experience needed to ultimately support a C Suite.
  • MS Office, especially with Outlook calendar at the start of the position. Excel use will be required.
  • Quick typist (minimum of 70 wpm)
  • Ability to listen/write quickly on an impromptu basis, with a quick turnaround on the notes, i.e., action items and follow up

Job tasks

  • Daily activities will vary greatly and, among others, include:
  • Manage all Administrative functions requested by the Executive Assistant
  • Organize multiple calendars
  • Arrange meetings and ensure that any materials needed are provided in advance
  • Hosting and supporting guests, so hospitality/event planning experience is a plus but not necessary, as long as the candidate follows direction well. 
  • Book conference rooms for meetings
  • Arrange food & beverage, room setup and takedown
  • Meeting room setup/takedown is a physical activity which relies on speed, providing food and setting it all up before the start of meetings. This will include a room-check when guests go on breaks or facility tours (vigilance comes into play)
  • A sensitivity to dietary restrictions, and gathering this information from guests in advance 
  • Help with booking domestic and international travel
  • Providing detailed itineraries of trips, including flights, accommodations, rental cars, meeting agendas, maps/directions 
  • Research (venues, airfare, dining, creative ideas and more)
  • Assist with expense reports   
  • Create, review and edit documents 
  • Maintain and update spreadsheets and reports

*Key Competencies*

  • Polished, well-spoken individual who can represent the Executive Office and Natural Fiber Welding with confidence and dignity
  • Multi-tasker with ability to pivot mid-task seamlessly
  • Problem solving; methodical; ability to identify problems and find solutions with minimal guidance. Does not hesitate to ask questions.
  • Excellent organization skills and attention to detail
  • Honesty and Trustworthiness
  • Good judgment
  • Vigilance and Observation
  • Patience and Determination
  • Enthusiasm and Commitment
  • Reliable and Timely (for early morning meeting setup or evening takedown)
  • Relationship management
  • Strategic planning

Natural Fiber Welding is an Equal Opportunity Employer.