What are the responsibilities and job description for the Executive Assistant position at JEAR Logistics LLC?
Description
Summary of Position with General Responsibilities
JEAR’s Executive Assistant will be a proactive problem solver with exceptional communication skills and meticulous attention for details. The ideal candidate will have experience working in a professional office environment, performing administrative duties, and providing support to upper management in both local and remote capacities.
The primary objective of the role is to support the Senior Vice President of Truckload; and, as a secondary function, supporting key management of their departments, ensuring departmental goals are accomplished smoothly and efficiently. The candidate will manage communication with employees by liaising with internal and external stakeholders on various projects and tasks.
Given the fast-paced nature the JEAR organization, we will rely on the Executive Assistant to be flexible and consistent while maintaining the highest level of confidentiality with its systems and operations.
Essential Job Functions / Basic Qualifications
- Manages professional and personal scheduling for President, including agendas, mail, email, phone calls, client management, vendor management and other company communications
- Arranges travel, coordinates logistics and activities, including accommodations, transportation and meals for executive team
- Assists with maintaining certain social media accounts for JEAR. Aligns with Marketing team to determine content and branding appearance. Offers recommendations to management as needed
- Stays current with local and broader professional networking communities. Acts as a liaison on behalf of JEAR executive team
- Arranges complex scheduling and calendar management, as well as content and flow of information to President. Offers recommendations to management as needed
- Provides administrative and office support, such as typing, proofreading, dictation, spreadsheet creation, maintenance of Outlook accounts, use of OneNote. Transposes email, text messages and other inter-office communications between systems
- Provides daily updates on any and all reporting data that the President needs.
- Documents all meeting as well as any follow ups that may be needed
- Answers phone calls in polite and professional manner
- Maintains comprehensive, well-organized, and accurate records
- Maintains the highest level of professionalism and strict confidentiality with all materials
- Capable of facilitating internal training events
- Organizes external trainings and continuing professional education as needed for departments
- Capable of other administrative duties as needed
Requirements
Minimum Qualifications
- Two or more years of experience in a professional administrative role
- Experienced in developing internal processes and use of supporting systems
- Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
- Intermediate skills with Microsoft Office products, other office productivity tools, and an aptitude for learning new software
- Concur experience preferred
- Ability to maintain confidentiality of information related to the company and its employees
- Some experience in overseeing budgets and expenses
Additional Knowledge/Skills/Abilities
- Skilled in social media. Stays current with latest trends and industry insights
- Ability to quickly learn and leverage systems and databases
- Ability to effectively communicate across a wide range of internal business partners in both local and remote environments
- Excellent written and verbal communication skills
- Flexible team player, willing to adapt to changes and unafraid of challenges
- Must have a reliable method of transportation
