Executive Assistant to the Board of Directors

Description

Job Purpose
The Executive Assistant will provide high-level administrative support to the Board of Directors and play an integral role in the sales, operational administration, and business coordination across HR, Sales, Finance, and Marketing. This position requires the ability to support multiple functions, manage a dynamic schedule, and assist in key activities that promote company growth, including customer training programs, promotional events, and regional/national meetings.

Duties & Responsibilities

Board Support:

• Manage the Board of Directors' calendar and email correspondence, ensuring all priorities and deadlines are met.
• Coordinate meetings, calls, and engagements for the Board of Directors.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Participate in meetings as needed to understand business discussions and priorities.
• Represent the Board in internal staff meetings when needed, facilitating coordination and alignment across departments.
• Organize travel for the Board of Directors, senior leadership teams, and other stakeholders, ensuring cost-effective solutions and compliance with company travel policies.

Marketing and Engagement Support:

• Assist in the execution of marketing initiatives, including promotional activities, trade shows, and sales meetings within the North American operations.
• Support the development and distribution of marketing materials and engage with external vendors as needed.
• Collaborate with the marketing team to help with planning and coordinating promotional events and conferences.
• Coordinate logistics for customer training programs, including registration, event space, and travel arrangements as requested.
• Assist with the promotion and registration process for customer training, ensuring a smooth and organized experience.
• Coordinate logistics for regional and national meetings, ensuring all necessary arrangements for events, travel, and resources are in place to ensure smooth execution.

General Administrative Duties

• Prepare various documents, including memos, letters, presentations, and other communication materials, using Microsoft Office programs.
• Provide overall administrative support for the Board of Directors and various departments as needed.
• Monitor and audit travel expenditures, ensuring adherence to budgets and policies.
• Assist with onboarding new employees, including arranging travel and team outings.

Ad-hoc Responsibilities

• Perform additional tasks, duties, and responsibilities as required to support business operations and company objectives.
• Adapt and respond flexibly to changing business needs and priorities.

Qualifications

Required Skills and Qualifications

• Ability to work at a high level while maintaining confidentiality, discretion and trust with the Executive and Senior Leadership Team.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong organizational skills
• Excellent oral and written communication skills, with the ability to convey ideas clearly and concisely.
• High emotional intelligence, loyalty, and trustworthiness, with the ability to understand complex issues and distill them into actionable tasks.
• Capable of taking responsibility and working proactively to identify and resolve challenges.
• Demonstrates precision and thoroughness in completing tasks, prioritizing quality over speed to ensure professional results.
• Skilled in fostering strong relationships with customers and colleagues, collaborating as part of a team while maintaining confidentiality.
• Ability to work independently with minimal supervision, taking the initiative to organize and drive tasks forward.
• Confident in presenting information to diverse audiences in a clear and engaging manner.

Education and Experience

• High school graduate or two-year college degree, with a bachelor’s degree preferred.
• Minimum of four years of related experience, preferred.

Salary : $23