What are the responsibilities and job description for the Executive Assistant position at Tennant Company?
Tennant Company is a globally recognized leader in the cleaning equipment industry. For the past 150 years, we have been passionate about developing and manufacturing innovative and sustainable solutions for our customers. At Tennant Company, we are committed to stewardship and creating a cleaner, safer and healthier world. With manufacturing, operations and sales, service, and support functions across the globe, your journey at Tennant can take you places you never expected.
Tennant Company is seeking an Executive Assistant to provide diversified, effective, and proactive administrative support for two of our C-Suite executives: our SVP, General Counsel and our SVP, Chief Administrative Officer. The focus of this job is to perform a wide variety of general, specialized, and confidential duties to ensure success of our top executive leaders. This includes partnering with other Executive Assistants to prioritize the constantflow of the C-suite requirements needed to deliver coordinated support to all executives.
The Executive Assistant is responsible for keeping the executive’s communications organized, managing calendars, including scheduling meetings, confirming appointments, travel itineraries and arranging for transportation. In addition, each executive has specific requirements to be managed including support for Board level responsibilities, Tennant Foundation administration, and other record keeping and process oversight.
Expectations are that the individual would work in the office at least 3-4 days a week to provide on-site support. General flexibility can be discussed to address specific situations.
High school diploma or equivalent
5 years providing executive level support
knowledge of Board of Directors support and experience with a legal department a plus
Other Qualifications & Experience
This position requires a motivated self-starter and team player, who has a high degree of professionalism, ability to maintain confidentiality, and ability to stay calm under pressure.
Significant executive support experience, including supporting C-level executives. Experience with Board of Director support, legal department administration is a plus.
Expert proficiency with Microsoft Office, travel and expense tools (e.g., Concur) and desktop publishing software including the ability to design and edit graphic presentations and materials in Microsoft PowerPoint. Experience with electronic board management portals/tools and legal document management systems is a plus.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Strong verbal, written communication, and proofing interpersonal skills. A strong attention to detail.
Strong planning, organizational, time and management skills - flexibility in changing work projects at a moment’s notice. Ability to complete a high volume of tasks and projects with little or no guidance, making appropriate, informed decisions regarding priorities and available time. Ability to be productive despite many interruptions, remaining efficient, prompt and cordial.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, external partners and community leaders.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Demonstrates common sense and use of good judgment is essential.
Begin your journey with us. Let's reinvent how the world cleans.
Equal Opportunity Employer
Tennant Company is an equal opportunity employer. Employment decisions are made on the basis of individual skill, ability, reliability, productivity, and other factors important to performance. We do not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, age, military service, pregnancy, sexual orientation, genetic information (including family medical history), marital status, gender identity or expression, parental status, political or any other non-merit based factors protected by state or federal law or local ordinance.
Tennant Company is seeking an Executive Assistant to provide diversified, effective, and proactive administrative support for two of our C-Suite executives: our SVP, General Counsel and our SVP, Chief Administrative Officer. The focus of this job is to perform a wide variety of general, specialized, and confidential duties to ensure success of our top executive leaders. This includes partnering with other Executive Assistants to prioritize the constantflow of the C-suite requirements needed to deliver coordinated support to all executives.
The Executive Assistant is responsible for keeping the executive’s communications organized, managing calendars, including scheduling meetings, confirming appointments, travel itineraries and arranging for transportation. In addition, each executive has specific requirements to be managed including support for Board level responsibilities, Tennant Foundation administration, and other record keeping and process oversight.
Expectations are that the individual would work in the office at least 3-4 days a week to provide on-site support. General flexibility can be discussed to address specific situations.
- Provide high level support that anticipates the needs of the executives and appropriately represents the executive’s office. Have full availability to executives during core business hours, demonstrating responsiveness, meeting deadlines, and understanding occasional after-hours logistical support is required..
- Provide proactive calendar management for executives. Prioritize inquiries and requests while troubleshooting conflicts and understanding each executive’s organizational priorities; make judgements and recommendations to ensure smooth day-to-day engagements.
- Complete a broad variety of administrative tasks that facilitate the executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; word-processing and editing of documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; coding and assisting with the payment of legal vendors; and completing expense and mileage reports.
- Act as a liaison and provide support to the Board of Directors Governance and Compensation Committee meetings and materials development. Proactively help to draft agendas; develop, compile, and distribute presentation materials; and finalize meeting minutes. Partner with CEO Executive Assistant on other Board level support as needed.
- Partner with the Tennant Foundation President and Vice President to administer the Foundation Board and Committee meetings, assemble and distribute materials, take and prepare meeting minutes, launch special employee match events, administer the Tennant matching-gift program and scholarship program, and update internal website as necessary.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect executive’s style and organization priorities.
- Work closely with the executive to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated. Anticipate executive’s needs in advance of meetings, conferences, etc.
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed. Provide event management support as requested.
- Provide administrative support to members of the executive’s team as time permits and as agreed to with each executive.
- Provide assistance to other C-Suite executives and EAs as necessary to provide back up and ensure a smooth, coordinated overall effort across the group.
- Invest in building long-lasting relationships both externally and internally.
- Other projects/duties as assigned for the overall benefit of the organization.
High school diploma or equivalent
5 years providing executive level support
knowledge of Board of Directors support and experience with a legal department a plus
Other Qualifications & Experience
This position requires a motivated self-starter and team player, who has a high degree of professionalism, ability to maintain confidentiality, and ability to stay calm under pressure.
Significant executive support experience, including supporting C-level executives. Experience with Board of Director support, legal department administration is a plus.
Expert proficiency with Microsoft Office, travel and expense tools (e.g., Concur) and desktop publishing software including the ability to design and edit graphic presentations and materials in Microsoft PowerPoint. Experience with electronic board management portals/tools and legal document management systems is a plus.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Strong verbal, written communication, and proofing interpersonal skills. A strong attention to detail.
Strong planning, organizational, time and management skills - flexibility in changing work projects at a moment’s notice. Ability to complete a high volume of tasks and projects with little or no guidance, making appropriate, informed decisions regarding priorities and available time. Ability to be productive despite many interruptions, remaining efficient, prompt and cordial.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, external partners and community leaders.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Demonstrates common sense and use of good judgment is essential.
Begin your journey with us. Let's reinvent how the world cleans.
Equal Opportunity Employer
Tennant Company is an equal opportunity employer. Employment decisions are made on the basis of individual skill, ability, reliability, productivity, and other factors important to performance. We do not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, age, military service, pregnancy, sexual orientation, genetic information (including family medical history), marital status, gender identity or expression, parental status, political or any other non-merit based factors protected by state or federal law or local ordinance.
