Job Description

POSITION OVERVIEW :

The Executive Administrative Assistant will be responsible for providing both administrative and personal support to the Chairman & CEO and administrative support to the Senior Executive Assistant to Chairman & CEO. This role requires someone who can assist with managing complex calendars, coordinate logistics, handle confidential information, and oversee a wide variety of personal tasks, including errands and household bill paying, with utmost professionalism and confidentiality. Personal Duties are to be conducted with attention to detail and confidence to follow up and follow through to ensure accuracy and timely completion.

This position will have dotted line reporting to and providing back up for the Senior Executive Assistant to Chairman & CEO . This position will also provide minimal assistance to one company president.

ESSENTIAL RESPONSIBILITIES :

Executive Administrative

• Assists with calendar management, preparing for meetings, and registering visitors.
• Receives, announces, and escorts visitors to proper offices.
• Manages telephone calls and inquiries and communicates with appropriate staff.
• Demonstrates professionalism in all communications – verbal and digital.
• Organizes and maintains paper and digital files.
• Follows existing procedures for document management (preparation; mailing; electronic and paper filing)
• Handles correspondence, emails, memos, and reports.
• Sorts and distributes incoming mail to appropriate executives and/or departments.
• Performs miscellaneous clerical tasks, including copying, scanning, filing, and research.
• Coordinates catering and breakroom supplies.
• Orders lunches/catering for working meetings.
• Assists other administrative assistants and associates as needed.
• Keeps management informed of activities and of any significant updates.
• Assists with travel arrangements.
• Transcribe recordings as needed.
• Maintains confidential and sensitive information with discretion.
• Additional tasks as needed.

Personal Assistant

• Runs personal errands for Chairman & CEO with use of personal vehicle.
• Promotes goodwill and conveys a positive image of the Company and the Office of the Chairman & CEO.
• Assist with personal scheduling, appointments, and reminders.
• Handles personal purchases to include gifts and other items as needed.
• Additional special projects as needed.

Financial Support

• Follows existing procedures for receipt and document submission via Workday.
• Works closely with Accounting Department to ensure guidelines are followed accurately.
• Provides any necessary follow-up until tasks are resolved.
• Ability to manage multiple tasks, prioritize effectively, and maintain organized records.
• Experience and confidence in managing multiple checking accounts.
• Strong attention to detail for accuracy in data entry, record-keeping, and report preparation.
• Maintains discretion and confidentiality when handling personal and sensitive financial information.
• Process invoices, receipts and payment of personal expenses from multiple accounts. This requires attention to detail, impeccable documentation and utmost confidentiality.
• Manage and reconcile bank statements, credit card accounts, household bills, and subscriptions.
• Communicate with vendors as needed and as authorized.
• Prepare payment summaries, monthly comparisons, etc. upon request.
• Organize and distribute tax-related documents for accountants in conjunction with tax preparation.

Corporate Values and Culture

• Respects all individuals without regard to their position.
• Seeks first to understand before responding; doesn’t rush to judgment.
• Takes ownership of self and working team.
• Conducts self with intellectual honesty; is willing to admit mistakes and understands strengths and weaknesses.
• Believes and operates under the principle “If it’s to be, it’s up to me.”
• Functions in a fail-safe environment that forgives and focuses on solutions.
• Encourages and supports other associates, creating an environment to be one’s best.
• Communicates problems directly, not engaging in rumors or gossip.
• Embraces a “Team-First” vs. “Me-First” attitude. Understands that the possibilities for success are limitless when one is impervious to whoever gets credit. Doesn’t take credit for others’ accomplishments and will give others credit with praise and recognition.
• Always tries to do what’s right with a firm sense of integrity and ethics, behaving in a manner consistent with principles of moral conduct.

QUALIFICATIONS – EDUCATION, WORK EXPERIENCE, CERTIFICATIONS :

• High school graduate or equivalent; college preferred.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or similar support role
• 3+ years supporting executive level or C-Suite

KNOWLEDGE, SKILLS, AND ABILITIES :

• Proven ability to handle confidential information with integrity.
• Strong organizational, time management, and multitasking skills.
• Proficient with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook Calendar management, Teams, etc.)
• Excellent typing, writing, and verbal communication skills for interacting with clients, vendors, and colleagues.
• Professional demeanor, resourcefulness, and a proactive mindset.
• Seeks to participate and collaborate as needed.
• Positive and professional behavior with a “can-do” attitude; seeks solutions and improvements when the opportunity presents itself.
• Comfortable receiving requests via text and email outside of working hours.
• Responsive to time-sensitive requests; urgency levels will be expressed.
• Ability to follow instructions.
• Ability to embrace and shift focus when unexpected work arises.
• Ability to use discernment to prioritize tasks to maximize impact; Confident to inquire about priorities when in doubt.
• Ability to actively seek to understand the needs of others and provide a positive experience that addresses their needs, questions, and concerns.

TRAVEL REQUIREMENTS & WORKING CONDITIONS :

• Hours: 8:30am – 5:30pm; Monday – Friday (in office)
• Attire: Business Casual; Business Professional when requested for VIP meetings
• No travel required

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