What are the responsibilities and job description for the Executive Assistant position at Red Clover?
Department: Admin
Location: East Rutherford, NJ
We are seeking a highly organized and proactive Executive Assistant to support our Chief Operating Officer (COO). The ideal candidate will manage day-to-day schedules, administrative tasks, research, office support, receptionist duties, and provide general administrative support to the COO and other managers as needed.
Key Responsibilities
- Manage and maintain the COO's calendar including scheduling meetings, appointments, and travel arrangements.
- Manage and maintain the COO's notes and action steps.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Organize and maintain digital files and records.
- Manage travel arrangements and proactively coordinate the pre-planning of trips with various related functions including arranging appropriate travel, hotels, transportation and meeting agendas.
- Organize, book and coordinate Trade Shows and Sales events for our Sales Representatives and executives.
- Assist with office management tasks, including ordering supplies, managing office equipment, and coordinating with vendors.
- Responsible for coordinating and execution of annual business meetings.
- Process and maintain business unit paperwork.
- Support other managers with administrative tasks as needed.
- Provide project management assistance when necessary.
- Reception responsibilities include but are not limited to greeting visitors, answering phones.
- Assist with company holiday and employee relations functions.
- Demonstrate ability to handle and maintain confidentiality with company information.
- Bachelor's or associate degree in business administration or a related field preferred.
- Proven experience as an executive assistant or in a similar administrative role.
- Advanced skills in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
- Exceptional verbal and written communication skills, with the ability to compose, proof, and edit materials with great attention to detail.
- Strong internal and external customer service skills, demonstrating a professional and helpful demeanor in all interactions.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and as part of a team.
- Meticulous in proofreading, organizing, and managing multiple tasks simultaneously with accuracy.
- Polished and professional business casual appearance, maintaining a high standard of personal presentation.
The ideal candidate will be highly organized and proactive, with experience managing travel arrangements, coordinating trade shows, and planning annual business meetings. You'll demonstrate discretion in handling confidential information and will be responsible for processing business unit paperwork and preparing weekly and monthly reports for senior leadership. With strong reception skills, you'll greet visitors, answer phones, and assist with company events and employee relations functions. You'll also update and maintain company social media feeds as part of your diverse responsibilities. The ability to multitask, manage projects, and maintain a professional demeanor in a fast-paced environment is essential.
Core Competencies:
Action Oriented- Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm
Communicates Effectively- Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences
Manages Ambiguity- Operating effectively, even when things are not certain or the way forward is not clear
Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement
