Executive Assistant

We are seeking a dedicated Executive Assistant to join our team at Wilcox Flegel. This position is based in Longview, WA. As an Executive Assistant, you will play a crucial role in supporting our executives and ensuring the smooth operation of our office. If you are a detail-oriented individual with excellent organizational skills and the ability to multitask effectively, we would love to hear from you. Join us at Wilcox Flegel and be part of a dynamic team dedicated to excellence!

We offer an industry-leading benefits package that includes the following :

Medical, Dental, Vision, RX, Optional FSA

Optional Medical Waive Bonus

Company paid Life Insurance, Short Term & Long Term Disability, and AD&D

401(k) with a generous company match

Paid Time Off, 120 hours per year

7 Paid Holidays

Working Holiday Pay

Volunteer Employee Program – get paid to volunteer!

Employee Fuel Discount Account

Profit Sharing Program

Wellness Program Incentives

Recognition & Reward Program

Team Member Referral Bonus

Position Summary :

The Executive Assistant provides excellence in executive support to the CEO / Visionary, President / Integrator and Senior Leadership Team (SLT) Members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a large, entrepreneurial environment that is mission and values-driven, accountability and results-driven, and community oriented. As a representative of Senior Leadership and the face of the organization to various constituencies, is always responsible to consistently role model our Core Values.

Essential Position Functions and Responsibilities :

• Represents the CEO / Visionary, President / Integrator, and Senior Leadership Team.
• Exercises considerable judgement and discretion in coordinating the CEO / Visionary, President / Integrator and Senior Leadership Team appointment schedules by planning and scheduling meetings, conferences, off-site meetings, teleconferences, and travel and in routing and scheduling calls and visitors. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO, President, Vice President and Senior Leadership’s time and offices.
• Maintains a regular cadence of check in meetings with CEO / Visionary, President / Integrator, and Senior Leadership Team Members to proactively anticipate needs and provide administrative support.
• Proactively manages regularly occurring meetings and events on behalf of CEO / Visionary, President / Integrator, and Senior Leadership Team Members, such as but not limited to 121’s, Quarterly Conversations, Offsites, Birthday & Anniversaries of direct reports, All Hands Meetings, and Expense Report Submissions. May attend division L10 meetings and offsites to provide administrative support such as documentation and on-site event support.
• Provides a bridge for smooth communication between the CEO, President, Vice President and Senior Leadership’s offices and internal departments demonstrating leadership to maintain credibility, trust and support with management and team members.
• Conserves executives’ time by reading, researching, and routing correspondence; drafting letters and complex documents; collecting, compiling, and analyzing information; and initiating communications.
• Works closely with CEO, President, and Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”, having a sense of the key issues taking place in the environment and keeping each updated. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO / Visionary, President / Integrator and Senior Leadership Team, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successfully completion, often with deadline pressures.
• Prepares standard and custom reports with information necessary for decision-making.
• Organizes all titles and ensures current, complete records are maintained in on-site company safe and / or company lockbox(es) off-site and are accessible when needed.
• As a key contributor to EOS, manages the Process Mapping Software and facilitates planning meetings to complete organizational Core Process Mapping. Manages licensee access.
• Serves as administrator and technology support for Bloomgrowth, Monday Board, and Sweet Process.
• Maintains team and customer confidence and protects organization and its operations by keeping information confidential.
• May represent the executive by attending meetings in the executive’s absence, speaking for the executive.
• Produces information and communications by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Reviews drafted correspondence for grammar, content, conciseness and provides feedback on how message will be received.
• Coordinates all aspects of large corporate events; establishes and manages budget and resources.
• Provides historical reference by developing and utilizing records, filing and retrieval system; helps identify historical practices / precedents to support key decision making.
• Acts as sponsorship lead for the organization including decision making, budget establishment and management and community follow-up.

Creates and ensures Senior Leadership Team Member bios are updated for use externally and internally.

Critical Core Competencies and Skills :

Excellent interpersonal skills as well as verbal and written communication skill.

Minimum Education and Experience :

Preferred Education and Experience :

Licenses, Certifications and / or Registrations (note if Required or Preferred) :

Equipment and Software Requirements :

Position Location / Working Conditions / Equipmen t