What are the responsibilities and job description for the Executive Assistant position at ArborGen?
The Executive Assistant is responsible for providing high-level support to the CEO and executive team by managing schedules, coordinating meetings, handling confidential communications, and overseeing administrative functions. The EA plays a critical role in facilitating the CEO’s daily workflow and supporting strategic initiatives to advance ArborGen’s mission and business objectives.
Essential Functions/Responsibilities:
- Manage and coordinate the CEO’s calendar, scheduling meetings and appointments.
- Arrange complex travel itineraries and accommodations. Anticipates travel needs by preparing necessary documentation for both domestic and international travel.
- Serves as a liaison by prioritizing and managing access to the CEO.
- Facilitate communication both verbal and written, company-wide on behalf of the CEO.
- Prepare and proof board presentations and documents for board meetings.
- Maintains the company’s corporate legal records including governing documents, contracts and regulatory compliance records.
- Organize company-wide meetings, event planning, and off-site engagements.
- Organize travel, meetings, and events for the executive team
- Office management responsibilities including but not limited to:
- Ordering office supplies and managing supplies inventory
- Coordinating office maintenance, repairs, vendor services,
- Overseeing office equipment, office security, cleaning, etc.
- Process expense reports for CEO.
- Other special projects and assignments as assigned by the CEO or members of the executive team
Education/Experience/Skills:
- Bachelor’s degree required.
- Experience in Office management role.
- Experience in corporate administration or office management.
- Excellent proficiency in Microsoft 365, Board of Directors software, and other expense / travel software as required.
- Exceptional organizational skills, strong written and verbal communication skills for drafting emails, reports and presentations.
- Professionalism and interpersonal skills a must.
- Handle confidential information with discretion and professionalism.
Ongoing Interaction:
- Department: Frequent interaction with CEO and corporate employees.
- Company: Regular interaction with department heads at all locations.
- Outside Company: Intermittent interaction with board members and customers.
Other Comments:
- This is an exempt position.
Physical Requirements:
- Sitting for extended periods while working at a desk or computer.
- Standing and walking during meetings, events, or office tasks.
- Lifting and carrying office supplies, documents, or equipment (typically up to 10-20 lbs).
- Reaching, bending, and stretching to retrieve files, organize materials, or set up meeting spaces.
DISCLAIMER
This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required and the responsibilities of the position may change.
Job Type: Full-time
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
