What are the responsibilities and job description for the Manager Executive Office position at Boyd CAT?
A big reason why Boyd CAT has been able to thrive for over a combined 150 years is our people. Each day, our team strives to adhere to the core values of integrity, commitment, excellence, and service that have sustained our company through the decades. Our focus is to hire the most qualified applicants, provide them with the tools and training they need to succeed, and support them throughout their careers.
The primary focus of this position is to assist the CEO/President, the Executive Committee and manage the Executive Office. This role includes assisting with all agenda items for the CEO/President including daily meetings, travel, reservations, phone calls, emails, reports, presentations, memos, communications, etc. The position helps to relieve any undue stress and burden from the CEO/President by helping with organization and tasks such as monthly expense/receipts submission, travel and hotel arrangements, meeting/event registrations, meeting presentations, etc. This position also helps to coordinate company communications from the CEO/President. Similar support to be provided to the Executive Team/Executive Office.
LOCATION:
- 10001 Linn Station Rd, Louisville, KY 40223
REQUIREMENTS:
- College degree or equivalent experience preferred
- 3-5 years experience in an Executive Office Manager or similar role preferred
- Willingness to learn, be trained, and coached
- Excellent interpersonal skills, and written and verbal communication skills
- Able to communicate with team members and customers
- Good working knowledge of computers, spreadsheets, word processing programs
- Highly self-directed
- Ability to work independently or in a team environment with rapidly changing priorities and demands
- Maintain a high degree of discretion in handling confidential/sensitive information and exercise initiative in all assigned areas, high integrity and accountability standards
- Assist work team to meet the objectives of the department and the Company
- Ability to communicate effectively in spoken and written English
- Ability to operate a P.C. (Microsoft Systems, Windows, Excel, Word, PowerPoint)
- Ability to communicate effectively in spoken and written English with excellent interpersonal skills, and written and verbal communication skills
- Willingness to learn and be trained, highly self-directed, possessing natural leadership qualities
- Ability to work independently or in a team environment with rapidly changing priorities and demands
- Travel to branches or other locations as required to perform assigned duties; maintaining a valid motor vehicle operators' license
RESPONSIBILITIES:
- Handle CEO/President's and Executive Committee’s requests for projects, including typing speeches, email, video and other communications, presentations, letters, agendas, printing, copying, etc.;
- Manage assigned projects, including preparation, maintenance and completion of the project
- Assist with company updates in company newsletter, company video updates, annual employee meetings - draft presentation/communication, powerpoints, scheduling, etc
- Assist with reporting on Bonus Programs and Metrics/Key Performance Indicators through dashboards, reporting, and postings (Profit and Performance Fund, Incentive Compensation, Metrics from Strategy Project, etc.)
- Daily personal and telephone contact with customers, vendors, businesses, co-workers, managers
- Open, screen, route mail to appropriate person(s)
- Attend weekly Executive Committee meeting to assist with taking notes and updating tracking spreadsheet
- Maintain Standard Operating Procedures (SOPs) on Intranet as they are revised by Authority and Users - enter or scan new or updated forms relating to policies
- Assist CEO/President with review, filing, and responding to emails as needed – must maintain confidentiality in discretion in reviewing, replying, filing as appropriate, may be the first review on many emails/documents
- Review reports or documents and report back as requested for the CEO/President or Executive Team on items such as the audit reports, overtime reports, etc.
- In CEO/President's or other Executive Team’s absence, ensure appropriate manager is informed of any requests or needs
- Maintain CEO/President's calendar and agenda; update calendar daily and provide a daily detailed schedule at the beginning of the week and at the end of each day for the next day’s schedule; All meeting or calendar requests come through the Executive Office Manager or are provided by CEO/President and updated on calendar appropriately
- Coordinate the Executive Board Room for meetings - If the Executive Board Room is being used for a meeting that the CEO/President is hosting, make sure the Board Room is set up appropriately
- Provide a detailed agenda/itinerary for travel
- Keep track of all travel expenses/bookings to be submitted – CEO/President provides receipts for all other expenses which are maintained and submitted monthly by the Executive Office Manager for reimbursement
- Handle and request payments for associations’ dues and membership dues
- Maintain Company contribution records and request checks for contributions and memorial gifts/flowers, serve as part of the Contributions Committee
- Maintain Corporate Contracts and Agreements files for the CEO/President, CFO and any other Executive Committee members
- Assist with looking up or inputting small amounts of data into company systems, Accounts Payable, ERP, CRM, etc
- Assist with planning and organization of meetings held by CEO/President and/or Executive Committee – could include coordinating agenda, location, speakers, meals, etc – examples include Leadership Team meeting, Caterpillar meetings, Caterpillar dealer meetings, annual budget review meetings, etc
- Assist with handling and ordering tickets for events for CEO/President, Executive Committee
- Plan, coordinate, prioritize, and organize work load assignments to meet deadlines as requested
- Able to work with little to no direction
- Continuous learning, attend either in person or online relevant workshops/seminars to stay up to date with position, industry trends and best practices
- Ability to handle unexpected situations or crises in a calm, professional manner with quick decision making and effective communication
- Recommend to manager ideas to improve the departments operating procedures or business practices and participate in and support continuous improvement of all related activities and processes
- Project a positive image by interacting with fellow employees, customers, and management in a cooperative, supportive, and courteous manner; display a professional attitude; comply with company dress code
- Create and maintain good communications (verbally and in writing) and relationships with other Company departments, branches, employees, outside vendors, and customers by addressing and resolving concerns quickly
- Follow all work, safety rules, and procedures
- Perform other duties as necessary and assigned
BENEFITS:
- Full-Time W2 Employee with bonus potential
- Full benefits including Medical, Dental, Vision, Disability, and Life Insurance
- Wellness Program
- Paid time off
- 401(k) savings with Company Match
