Executive Assistant

As the Executive Assistant, you will be reporting to a VP, National Accounts and will be supporting 1 VP and 2 Directors. You will be the first contact for general department inquiries, providing customer service and ensuring all incoming requests (e.g., emails, phone calls and visitors) are prioritized.

You will manage responsibilities with a high degree of responsiveness.

• 3+ years of previous experience as an Administrative Assistant, supporting Management.
• Bachelor's degree or equivalent experience.
• Experience communicating essential information concisely, both in writing and verbally.
• The ability to proofread documents for correct grammar, spelling and punctuation.
• An anticipatory approach, and experience managing complex administrative details and determining best approach/action to use in non-routine situations.
• Detailed knowledge of business operations, organizations and relationships involved at various management levels.
• 3+ years of experience improving operational efficiency.
• A knack for learning multiple software programs. reporting automation tools experience is helpful.
• Availability for 10% of traveling yearly.

• Manage the leader's time through strategic and proactive calendar management and scheduling. Responsibilities may include managing invites, coordinating presentation content and handouts, recording meeting notes, action items, audio, scheduling and launching online content, facilitating online questions from attendees during meetings, troubleshooting technical and logistical issues, and organizing follow up activities.
• Be a partner to the leader by anticipating challenges and driving recommendations for solutions and process improvements.
• Manage logistics/event planning for all leadership meetings including selecting venues, food, coordinating development of schedules, by our leaders and providing on-site meeting support.
• Demonstrate a thorough understanding of department and appropriate Company policies, procedures, and operations.
• Manage business travel logistics and ensure leader(s) have necessary documentation for travel (domestic and international).
• Manage multiple electronic documents including composing, modifying, proofreading, or disseminating items such as: memos, reports, PowerPoint presentations, department site updates, surveys, organizational charts, or records management.
• Co-own and manage department’s SharePoint site. Manage multiple papers and electronic documents including composing, modifying, proofreading, or disseminating; for instance, memos/letters, reports, PowerPoint presentations, SharePoint updates, surveys, organizational charts, or records management.
• Maintain department supplies and manage associated budget; may own other department specific processes or activities.
• Participate in relevant department projects.
• Participate in department projects and tasks including but not limited to training and support of other Administrative Business Partners as needed.
• Monitor, maintain, and order department supplies and manage associated budget; may own other department specific processes or activities.
• Take action where appropriate as well as track departmental expenses and resolve/reconcile discrepancies on general ledger budget accounts.
• Support the onboarding and departure process for department team members.