What are the responsibilities and job description for the Executive Assistant position at Hubbard Supplyhouse?
Description
Hubbard Supplyhouse is looking for a rock star Executive Assistant to be a strategic partner, trusted confidant & professional problem solver. Reporting directly to the Visionary & Integrator, the Executive Assistant provides executive support in a one-on-one working relationship. We are a family owned, Christian company that believes in taking care of our customers and employees
Essential Functions/Responsibilities
Education: Bachelor’s degree in business related curriculum or equivalent experience required.
Experience: Minimum 2 years of general administration and data analysis work.
Demonstrated Experience In The Following Areas Is Required
This position may require work outside designated business hours and/or days depending on the project assigned.
This description is based on management’s assessment of the requirements and functions of the job as of the date this description was prepared. It is a general guideline for managers and employees, but it does not purport to be an exhaustive list of all of the elements of the job. Management reserves the right to modify the description at any time or to vary the duties and responsibilities of the job on a temporary or indefinite basis to meet production, scheduling, or staffing needs.
Hubbard Supplyhouse is looking for a rock star Executive Assistant to be a strategic partner, trusted confidant & professional problem solver. Reporting directly to the Visionary & Integrator, the Executive Assistant provides executive support in a one-on-one working relationship. We are a family owned, Christian company that believes in taking care of our customers and employees
Essential Functions/Responsibilities
- Help the Visionary & Integrator to achieve the company mission, and goals.
- Maintain a business calendar that allows the Visionary & Integrator to achieve both business and personal objectives, create white space to think strategically and focus on the future, and make time for important events with family.
- Help facilitate and coordinate executive communications including taking calls, responding to emails and interfacing with team members, customers, and trusted partners, accelerating response times and keeping the messages moving. Includes composing, editing and completing first drafts for written communications.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Visionary & Integrator, including those of a sensitive or confidential nature.
- Maintain a task list that ruthlessly prioritizes the most important and time sensitive items including calendaring time to work on these tasks.
- Follows up with team members on upcoming and past due deliverables to the Visionary & Integrator to ensure completion and compliance in agreed upon time frames.
- Help plan agendas, communications, details such as travel or accommodations for company events such as quarterly meetings, buying group, and other conventions or events.
- Maintain an organized filing system of paper and electronic documents, complete monthly expense reports.
- Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Work with Visionary & Integrator to keep them focused on the high leverage activities and help handle, decline or delegate the rest.
- Handles workload so Visionary & Integrator can invest more time developing deeper relationships with team members, customers, industry and developing the future of Hubbard Supplyhouse.
- A self-starter who sees the big picture - good business sense to understand overall strategy and direction.
- Impeccable organization - scrupulous about details.
- Expert level communication ability - both verbal and written
- Supernatural anticipation - a proactive mindset to anticipate V/I’s needs.
- Speed - a sense of urgency and bias to action.
- Decisiveness born out of insight, judgment and decision-making skills.
- Technical prowess with mobile apps, Microsoft Office, PowerPoint, OneNote, Power BI.
- Ability to create and edit PowerPoint presentations for companywide meetings.
- Organizational expertise to create and master systems putting information at V/I’s fingertips.
- Resourcefulness & persistence to accomplish seemingly impossible missions.
- Diplomacy and confidentiality born out of emotional intelligence & integrity.
- Reflects the company's priorities, values, and goals.
- Has a servant's heart, a sense of humor and is a pleasure to work with.
Education: Bachelor’s degree in business related curriculum or equivalent experience required.
Experience: Minimum 2 years of general administration and data analysis work.
Demonstrated Experience In The Following Areas Is Required
- Strong written and verbal communication skills with various audiences, Excellent time management skills, and Attention to detail
- Strong teamwork, initiative and leadership skills, Excellent analytical and decision-making skills, Data entry, Proficiency in MS Word, Excel, PowerPoint and Outlook programs; Multi-tasking, Strong technology skills
- Receive direction and feedback effectively from various sources with different communication styles. Prioritizes work and proactively communicates status. o Able to work with minimal supervision to complete assigned tasks within the workday.
- Ability to stay positive, approachable and always focused on customer service.
- Requires the ability to be sedentary for extended periods of time o Ability to receive instruction
- Ability to maintain confidentiality in all aspects, requires the knowledge of arithmetic, algebra and mathematic applications
- Knowledge of administrative and clerical procedures and systems such as word processing, calendar management software (i.e. Outlook) and ability to learn new software systems that organize information.
This position may require work outside designated business hours and/or days depending on the project assigned.
This description is based on management’s assessment of the requirements and functions of the job as of the date this description was prepared. It is a general guideline for managers and employees, but it does not purport to be an exhaustive list of all of the elements of the job. Management reserves the right to modify the description at any time or to vary the duties and responsibilities of the job on a temporary or indefinite basis to meet production, scheduling, or staffing needs.
