Executive Assistant

JOB SUMMARY: The Executive Assistant will support multiple Executive Leaders and oversee the general administrative function and activities of the corporate office and administrative staff members (indirectly). Administrative support includes managing day-to-day activities, schedule/calendar, constituent communications, meetings and agendas, creating and maintaining a document filing system, assisting with vendor management, preparing for ELT and BOD meetings, and other strategic priorities.

To have success in this role you must have a knack for anticipating company and executive needs, juggling and reprioritizing tasks, resolving issues as they arise, and being focused on task and project execution.

This is an individual contributor position and receives minimal guidance and supervision.

MINIMUM REQUIREMENTS:

• Associate degree in business administration or related field required
• 3 years of experience in an executive administrative support role required

SKILLS, TRAITS, & COMPETENCIES:

• Independent judgment and strong knowledge of company priorities and administrative operations
• Proven ability to function effectively in a fast-paced, high-volume, and deadline-driven work environment
• Ability to work as a collaborative teammate
• Organized and detailed, with the ability to prioritize competing priorities
• Excellent verbal and written communication skills
• Proven track record of managing complex projects with senior-level stakeholders
• Advanced proficiency with Microsoft Office Suite especially PowerPoint and Excel
• Proven ability to balance resourcefulness and discretion
• Constantly demonstrates excellent judgment and ability to protect confidential and proprietary information
• Discretion combined with poise and professionalism in all communications
• Proactive, solution-oriented, and always looking for ways to add value and assist the team

KEY DUTIES AND RESPONSIBILITIES:

• Manage the day-to-day operations of the Office and multiple Executive Leaders, performing administrative tasks, including creating, implementing, and assessing standard practices and operating procedures to ensure the office provides a high standard of service to internal and external constituents.
• Assess and identify opportunities for improved communication flow, innovation, and efficiencies.
• Coordinate the day-to-day activities and manage the scheduling of internal meetings and external meetings with key constituencies. Manage scheduling conflicts.
• Participate in vendor management by ensuring due diligence activities are completed and ensuring smooth vendor onboarding and renewals.
• Handle initial contract intake and review to ensure efficient review and stylistic consistency.
• Oversee the maintenance of beverage dispensers and manage the replenishment of snacks
• Coordinate monthly team celebrations for birthdays and anniversaries, including organizing and managing lunches and related activities.
• Maintain office files; implement an efficient system for other staff to access files and records.
• Work closely with the Executive Management staff and internal and external stakeholders to support critical and time-sensitive communications, initiatives, and priorities. Serve as a connector to anticipate and resolve issues that may arise.
• Create, implement, and maintain reporting and tracking systems using Microsoft Teams, OneDrive, or similar tools to help track planning and decision-making tasks.
• Collaborate with staff on projects, events, and initiatives that advance FFP goals.
• Coordinate and attend leadership meetings to track action items and deliverables. Document and prepare materials to support these meetings and create meeting minutes when necessary.
• Manage complex calendars that includes scheduling meetings, travel, video conferences, trainings (external and internal), group events, and booking conference rooms.
• Establish and foster relationships with leadership and other stakeholders to help execute company priorities.
• Coordinate and occasionally draft correspondence on behalf of Executive Leadership.
• Local travel on occasion to manage offsite leadership and client meetings.
• Help manage departmental communications to internal stakeholders by collaborating with Human Resources.
• Maintain business continuity management contact information. Prepare meeting materials including assisting with the creating of the presentation, handouts, and other related materials.
• Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.
• Assist with or create complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities.
• Process expense reports and provide general information to inquiries regarding Accounts Payables, Purchasing, Travel & Expense policies, etc..
• Support executive leaders as needed to ensure briefing materials, documents, engagements, and meetings are organized and successful.
• Other duties and projects as assigned.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift fifteen pounds

Benefits

• Medical, Dental, Vision, and Prescription Drug Insurance effective on the first of the month following start date
• Health and Wellness Incentives
• 10 Days of Vacation
• 9 Paid Company Holidays
• 5 Personal Days
• 401(k)
• Health Savings Account (H.S.A.)
• Long-Term and Short-Term Disability
• Life Insurance
• Accidental Death & Dismemberment (AD&D)
• Employee Assistance Program (EAP)