Executive Administrative Assistant

POSITION OVERVIEW:

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

This position will have dotted line report to the Executive Administrative Assistant and will also provide minimal assistance to one company president.

ESSENTIAL RESPONSIBILITIES:

Executive Administrative

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

Financial Support

• Follows existing procedures for receipt and document submission via Workday.
• Provides any necessary follow-up until tasks are resolved.
• Works closely with Accounting Department to ensure guidelines are followed accurately.
• Ability to identify and resolve discrepancies in financial records.
• 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 sensitive financial and personal information.

Personal Assistant

• Processing invoices, receipts and payment of personal expenses from multiple accounts. This requires attention to detail, impeccable documentation and utmost confidentiality.
• Handles personal scheduling, appointments, and reminders.
• Manage and reconcile bank statements, credit card accounts, household bills, and subscriptions.
• Communicate with banks, insurance companies, other vendors as needed and as authorized.
• Prepare payment summaries, monthly comparisons, etc.
• Organize and distribute tax related documents for accountants in conjunction with tax preparation.
• Follow up with other vendors and staff members for requested information.
• Communicates with the offices of personal care providers as needed.
• Run personal errands and support with gift purchasing, holiday planning, and special project with use of personal vehicle.
• Oversee home vendors and services (i.e. landscapers, repairs, cleaning services, etc.).
• Resolves customer requests, complaints, and problems or refers them appropriately.
• Promotes goodwill and conveys a positive image of the Company and the Office of the Chairman/CEO.
• Performs miscellaneous clerical tasks, including copying, scanning, filing, and research
• Additional special projects as needed.

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 support 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 who 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.

KNOWLEDGE, SKILLS, AND ABILITIES:

• 5 years of experience as an Executive Assistant, Personal Assistant, or similar support role; 3 years supporting executive level or C-Suite
• 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 request; urgency level will be expressed.
• 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: Monday – Friday; 8:30am – 5:30pm; onsite
• Attire: Business Casual; Business Professional when requested as needed
• No travel required