Executive Assistant

Company

Crescent Brands is a 122-year-old family-owned company in its 5th generation of family leadership. Crescent Brands has manufacturing facilities in Wheeling, Illinois, and Gainesboro, Tennessee, as well as a distribution location in Germany. As the world’s leading manufacturer and seller of components for the custom picture-framing industry, Crescent Brands has a growing team dedicated to successfully leading this unique business for the next generations.

Job Summary

The executive assistant will provide administrative support and partnership to the company’s executive team. This key role will help keep the critical projects and priorities of the company organized and moving forward. Essential functions include (but are not limited to) coordinating projects, critical communication updates, managing calendars, assisting in organizing events, compiling detailed reports, coordinating multi-department projects, spreadsheets, and data management, as well as handling day-to-day key administrative tasks. The person in this role will handle sensitive information and must maintain complete confidentiality. Comfort multi-tasking and juggling multiple priorities will be essential.

The successful candidate will be very organized and able to develop solutions, rather than always wait for further direction. This person must be an excellent communicator, have developed basic knowledge of the Office 365 toolbox, and keep the key executives apprised of topics and issues, as needed.

Essential Job Functions 

•  Complete a wide variety of administrative tasks for the executive team

•  Composing and preparing correspondence that may be confidential

•  Arranging travel plans, itineraries, and agendas for the executive team

•  Compiling presentations and documents for meetings.

•  Plan, coordinate, and ensure the complete executive team’s Outlook calendars

•  Research, prioritize, and follow up on incoming issues and concerns addressed to the executive team, including those of a sensitive or confidential nature

•  Complete expense reports accurately, ensuring adherence to the company expense report policy

•  Assist and manage project and information databases for information accuracy and transparency

•  Provide a bridge for smooth communication between the executive team, business departments, and outside resources

•  Prioritize conflicting needs and proactively follow through on projects to successful completion, often with deadline pressures.

•  Support the executive team by developing meeting agendas, attending and taking meeting minutes, and following up on action items/next steps for team members.

•  Organize team events

•  Manage the executive team's time-off schedules to avoid conflict

•  Provide logistical support for special events that run out of the executive office.

•  Other duties and special projects as assigned by the executive team

Job Specification/Qualifications

•  An associate’s degree or at least 5 years of proven experience in a professional office environment with similar responsibilities

•  Strong sense of urgency

•  High attention to detail

•  Capable of handling sensitive information with complete confidentiality

•  Proactive in identifying solutions and addressing minor issues independently

•  Highly organized with excellent time management skills

•  Ability to effectively prioritize and manage the needs of a dynamic team

•  Creative problem solving

•  Sound decision-making skills

•  Ability to manage multiple priorities and tasks simultaneously

•  Confident seeking clarification when needed

•  Knowledgeable and experienced in adhering to professional business protocols

•  Exercises good judgment and ingenuity

•  Satisfactory completion of a drug screen and background check

•  Excellent verbal and written communication

•  Proven expertise in essential tools of Office 365, including Excel, Word, PowerPoint, Outlook, and Teams