Executive Assistant

Vitacorps provides expertise and in-field experience to deliver holistic solutions for improving indoor living conditions in residential environments. Backed by over a decade of research, Vitacorps is dedicated to improving the health, quality of life and readiness of our Armed Forces. Our evidence-based, comprehensive 7-step program is engineered to improve and sustain indoor air, water, and light quality to certifiable health standards and guidelines.

How You'll Contribute to the Team:

The Executive Assistant provides comprehensive administrative support to the on-site leadership team, as well as the Executive Team, to ensure they can optimize their time to focus on key priorities. This position requires excellent organizational and time-management skills, the ability to communicate effectively, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The ability to understand business priorities, deliver operational excellence, and
proactively anticipate and support the executives’ needs is at the forefront of this role.

Primary Responsibilities Include:

• Execute a broad variety of administrative tasks to ensure the supported leaders are managing their time to maximum efficiency.
• Handle administrative responsibilities for the assigned company leaders, including managing active and dynamically changing calendar with an understanding of what is important/priority, scheduling and coordinating meetings, arranging travel plans and other general administrative functions.
• Manage multiple projects, appropriately prioritize workload, plan for resources to meet deadlines and goals and respond to day-to-day functional needs.
• Manage office logistics and support day-to-day office operations and procedures at multiple locations, including coordinating base access passes; serve as key point of contact for consistency among Vitacorps Office Administrators, office vendors, monitor and maintain inventory of office supplies and ensure proper maintenance of office equipment; Provide vendor support through the vendor compliance process.
• Maintain awareness of company happenings and priorities to anticipate needs and prioritize multiple concurrent assignments.
• Work collaboratively with other Executive Assistants and colleagues across property operations and service groups to ensure effective execution of all work product.
• Maintain records and process expense reports, invoices, and any other requests for payment or reimbursement.
• Produce, collect, track and distribute all reports (to include financial) as required by leadership; ensure data integrity.
• Maintain confidential electronic files and records; safeguard the integrity of confidential information and conversations.
• Prepare for meetings by developing the agenda, taking minutes, assisting with document production, distributing materials, and making necessary logistical arrangements.
• Professionally answer incoming resident calls and ensure all calls are handled/directed accordingly.
• Support the planning and execution of employee and resident events, including creating and disseminating communications to market the event.
• Coordinate new hire orientation.
• Other duties as assigned.

Role Specific Requirements Include:

• 6 years’ experience providing administrative support to multiple business leaders required.
• Excellent oral and written communication skills with the ability to communicate information and ideas with clarity and precision.
• Ability to manage multiple and competing priorities and projects in a dynamic environment, while being attentive to details.
• Must exhibit and use superior discretion with respect to sensitive and confidential information.
• Ability to take personal responsibility for the quality and timeliness of work and achieve results with little oversight.
• Demonstrable proactive approach to problem-solving with strong decision-making capability; willing to seek assistance/guidance when needed.
• Demonstrated ability to work cross-functionally and build relationships at all levels inside and outside the organization.
• Advanced proficiency in Microsoft Office suite; administrative experience managing communication and productivity tools for remote work such as Zoom, Microsoft Teams, and SharePoint.
• Demonstrated ability to work in a paperless environment, frequently navigating between different software programs, and compiling information from different electronic sources.
• Ability to act with integrity, honesty, and professionalism at all times.

Competencies:

Organizational Awareness - Contributes to the organization by understanding and aligning actions with the organization's goals, core functions, needs, and values.

Customer Focus - Prioritizes and takes action on the needs of both internal and external customers. Designs and delivers products and services with the customer experience top of mind.

Planning and Results Orientation - Invests time in upfront planning to achieve organizational goals and objectives while meeting quality standards, following the appropriate processes, and demonstrating continuous commitment.

Communication - Effectively and appropriately interacts with others to build relationships, influence others, and facilitate the sharing of ideas and information. Uses tact and diplomacy to navigate difficult situations. Relays key messages by creating a compelling story, targeted to specific audiences.

Resilience - Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.

Emotional Intelligence - Demonstrates self-awareness in identifying their emotions and regulating their behavior. Seeks to understand and empathize with others’ emotions, needs, and perspectives to guide their interactions.

Exceptional Benefits for Exceptional Team Members

As a company striving to be the best place to work, we want to ensure an environment of collaboration, inclusion and learning exists throughout all teams, locations and divisions. To support our team members, we offer a benefits package that is generous and flexible enough to meet you where you are today and tomorrow.

Vitacorps employees are eligible for:

• A choice between two benefit-rich medical, dental and vision plans
• 401(k) with immediate 100% vesting and up to a 4% contribution match
• Generous paid time off that increases throughout your career
• 12 paid holidays
• Paid time off to volunteer
• 100% paid life and AD&D insurance
• Company paid short-term and long-term disability coverage
• Parental Leave
• Military Leave
• Flexible Spending Accounts (Health and Dependent Care)
• Complimentary Employee Assistance Program
• Tuition reimbursement to support growth and development

Equal Opportunity Employer/Veterans/Disabled

Vitacorps, LLC (the “Company”) does not discriminate in employment or applications for employment based on an applicant’s sex, race, color, religion, sexual orientation, national origin, ancestry, service in the armed forces of the United States, disability, or any other protected classification as outlined by Federal, State or local laws

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Relocate:

• Fort Liberty, NC 28310: Relocate before starting work (Required)

Work Location: In person