What are the responsibilities and job description for the Executive Assistant position at Teichert, Inc.?
Purpose
The purpose of this role is to perform tactical and strategic administrative support for the CFO and includes a variety of administrative and general office tasks that support other senior management and staff on the CFO team. Additionally, this role works collaboratively with other Executive Assistants in providing general and backup administrative support to other Executives.
Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below.
Company / Entity
Technical / Specialty Area
Relationships, Qualifications and Requirements, & Competencies
Key Relationships
Reports to:
Role Qualifications & Requirements
Education:
Competencies:
EOE including disablility/veterans
The purpose of this role is to perform tactical and strategic administrative support for the CFO and includes a variety of administrative and general office tasks that support other senior management and staff on the CFO team. Additionally, this role works collaboratively with other Executive Assistants in providing general and backup administrative support to other Executives.
Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below.
Company / Entity
- Provides support and assistance to CFO and CFO management team that ensures effective use of time and productive interactions with stakeholders.
- Leads the planning efforts and logistics for meetings including offsite meetings and team building activities as assigned by the CFO. Travel required for supporting logistics of various meetings.
- Handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and project management roles.
- Responsible for the professional image of external and internal communications including up to date visual and graphical design. This includes creating communications and presentations from rough ideas to finished products. Collaborates with Teichert Family of Companies' communications team to execute projects.
- Responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. This includes handling confidential information and communications.
- Provides support and assistance that ensures effective use of time and productive interactions with stakeholders.
- Maintains travel schedules. Manages travel bookings, appointments, and meetings.
- Handles confidential information and communication. Maintains the confidentiality of information.
- Takes ownership of processes and prioritizes tasks. Makes independent decisions using sound judgment based on experience working with business unit leadership, observing, and analyzing past feedback, data, and results.
- Ability to manage multiple assignments and responsibilities with little or no oversight.
- Demonstrates strong organizational skills and attention to detail.
- Actively demonstrates their ability to be adaptable, confident and responsive in all interactions and business settings.
- Serves as primary point of contact in some cases, which may include managing emails, calls, and correspondence.
- Assist other various departments throughout the Teichert Family of Companies as assigned.
- Establish and maintain record-keeping and filing systems.
- Proactively keep the CFO informed of important information and effectively communicate.
- Maintain a smooth operation of the office administrative tasks and day to day office duties.
- Proactively and independently resolves problems with the goal of creating time in the CFO's schedule.
- Maintains accurate records of event plans, budgets, feedback, contacts, etc. to utilize as resources for future.
- Establishes, promotes, and protects Teichert values including diversity, teamwork, fair work environment, and respect of others. Maintains a "team" spirit within the Company. Works and cooperates with other disciplines (across company lines) to ensure maximum and best use of resources.
- Promotes and protects the community perception of Teichert Family of Companies.
- Builds and maintains positive working relationships with internal and external customers. Facilitates communication of company, project, and reporting policies. Maintains a favorable impression of the company with external customers through professional and courteous interactions.
- Gathers feedback and continuously makes improvements to work processes and practices.
- Assists in achieving a zero injury culture through supporting safety programs and actively participating in appropriate safety meetings and training sessions to maintain a safe, healthy work environment and to meet corporate safety standards.
Technical / Specialty Area
- Contributes to the smooth operation of office services by providing administrative support to the business unit which may include some or all of the following:
- Updating and distributing various reports.
- Creating reports, or records. Generating data. Analyzing and interpreting reports, then communicating the information effectively.
- Compiles information and prepares general correspondence for internal and external use and distribution
- Prepares and edits graphic presentations and social media, website and marketing materials.
- Maintains office records and files through accurate and timely processing of documents, setting up and maintaining department files, etc.
- Schedules and coordinates calendars and meetings for small and large groups.
- Support stakeholder relationship efforts, coordinates ordering, preparation, and distribution of gifts.
- Maintains contact list for associated tasks, events, and appointments.
- Administers mail service for executives including sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary. May run miscellaneous errands, pick up deliveries as required.
- Answers incoming calls and routes to appropriate person or takes legible and accurate messages when necessary. May answer routine questions or follow-through on routine requests. Updates phone listing and ensures accuracy of information and timely distribution.
- Supports and executes special projects, research, data analysis, etc. as assigned.
- Will work within Microsoft Office proficiently, including mail merges, excel spreadsheets, and is proficient in Outlook, Powerpoint, Word and Excel.
- Accounts Payable: Processes expense reports and vendor invoices for payment.
- Maintains and orders sufficient stock of office supplies and other materials required for the business unit's activities.
Relationships, Qualifications and Requirements, & Competencies
Key Relationships
Reports to:
- EVP & CFO
- None
- Financial partners, shareholders, customers, industry associations/chambers, government employees, residents and community leaders within the areas of our work, office supply vendors, general public
- All employees
Role Qualifications & Requirements
Education:
- Bachelor's degree or equivalent experience combination of experience and college level education
- 4 to 7 years administrative experience
- Knowledge of the construction industry preferred
- Successful completion of a pre-employment drug, alcohol, and background investigation
- Valid Driver's License
- Notary Public or willingness to earn credential
- Current on all company required safety and regulatory training
- Ability to plan and coordinate events
- Calendar Management
- Ability to preserve confidential and proprietary information and successfully avoid conflicts-of-interest
- Master of Microsoft Office Suite and other graphic/creative software
- Knowledge of Standard Operating Policies and Procedures
- Ability to plan and manage projects and prioritize for successful outcomes
- Possess excellent judgment, decision-making and time management skills
- Strong communication skills: verbal, written, graphic, facilitation, listening
- Strong focus on customer satisfaction
- Ability to multi-task and complete project accurately and timely
- General business acumen
Competencies:
- Dependable/reliable
- Discretion and confidentiality
- Adaptable
- Organized and clean workspace
- Professional
- Resourceful
- Focused and able to manage distractions
- Steadfast when appropriate
- Straight forward and composed
- Written and verbal communication methods
- Organization and Management
- Technical competence
- Teamwork / Relationship Management
- Foster Learning Environment
- Personal Growth / Development
EOE including disablility/veterans
