Competencies

Competencies are used to help gauge performance and success in this position.

The four (4) competencies for this position are Interpersonal Relationships & Accountability, Problem Solving, Adaptability & Flexibility, and Communication.

Position Summary

The Executive Assistant provides confidential high-level administrative support to the Chief Financial Officer (CFO) & Executive Vice President of Operations (EVP) ensuring smooth operations and effective management of their schedule and tasks.

Core Responsibilities

Responsibilities described in this section are fundamental to success in this position.

• Manages and maintains executive scheduling, including organizing meetings, appointments, and travel arrangements.
• Screen and prioritize incoming communications, including emails, phone calls, and correspondence.
• Performs clerical duties and administrative tasks including preparing and editing routine correspondence including emails, letters, bank documents and memos.
• Creates presentations, forms, templates as requested.
• Organize and coordinate executive meetings, including agendas, taking minutes, and following up on action items.
• Ensures seamless meeting execution by planning and coordinating all logistic details, such as scheduling conference rooms, catering, and arranging AV/IT equipment.
• Manage expense reports and ensure accuracy and timeliness in processing.
• Communicates with internal and external stakeholders, maintaining professionalism and effective communication.
• Conducts thorough research to gather relevant information to address specific needs as requested.
• Utilizes active listening to build rapport and collaboration with other departments to ensure effective communication and problem solving.
• Maintains confidentiality of sensitive information through secure handling practices and adherence to company policies.
• Manages projects with efficacy to ensure deadlines are met while adapting to shifting priorities in a fast-paced environment.
• Proactively identifies and addresses potential issues before they arise.
• Coordinate and manage the Shared Services Center close calendars, team events, and monthly meals.
• Additional duties as assigned by executive.

Minimum Qualifications

The requirements listed below are the minimum degrees, certifications, knowledge, skills, and/or abilities required for this position.

• 10 yearsof experience in an executive administrative role, preferably in a corporate setting.
• Bachelor’s degree in business administration or related field preferred.
• Valid driver’s license without restrictions that affects your ability to operate company owned vehicle(s) and ability to maintain a clean driving record.

Knowledge, Skills, and Abilities

The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Ability to work flexible hours as needed to support executive schedules and perform work with minimal supervision.
• Thrives in a fast-paced environment by demonstrating urgency, flexibility, proactiveness, commitment to follow through and the ability to shift deadlines and pressure with ease.
• Displays high-level of emotional intelligence to understand, anticipate and respond to the needs of others.
• Demonstrates initiative by independently handling challenges with a positive and professional problem-solving approach, developing solutions with a commitment to continuous improvement.
• Possesses a high degree of discretion and strong judgment skills, ensuring the confidentiality of sensitive information.
• Excels at clear and concise written and verbal communication skills, while maintain excellent organization and time management skills.
• Delivers a high level of attention to detail and accuracy when proofreading and editing to ensure error-free work.
• Ability to set a positive example for others by consistently displaying servant leadership behaviors in daily actions and decisions
• Strong interpersonal skills with the ability to build rapport and foster positive relationships.
• Demonstrates resourcefulness and ability to take initiative in the development and completion of projects.
• Ability to assess your own performance and make the necessary adjustments for self-improvement and able to make decisions based on facts and what is best for the company utilizing our core values and code of conduct.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Viso/Lucid Charts) and other presentation & project management software.
• Commitment to learn and increase your knowledge in all areas of your work.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to stand, walk and talk or hear.
• The physical demands of the job include the use of hands and fingers, reaching, bending, sitting, lifting, climbing, stooping, kneeling, crouching, and driving.
• The employee must regularly lift and/or move up to 25 lbs.
• Specific vision abilities required by this job include close vision and distance vision.
• Must be able to pass a drug/alcohol urinalysis and be able to drive a vehicle.

Working Conditions

The work environment characteristics described here are representative of those ones may encounter while performing the essential functions of this job.

• The noise level in the work environment is usually moderate. 
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.
• Normal office environment.

Travel Requirements

The travel requirements described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee may be required to travel within or outside the area. Travel for this position is infrequent.