Executive Assistant Job Description

TITLE: Executive Assistant

REPORTS TO: CEO

DIVISION: RSC

CLASSIFICATION: Salaried Exempt

SUPERVISES: None

Position Summary:

Provide a high level of professional customer service and confidentiality while supporting the executive team with direct support to the CPO, including travel, calendaring and managing expenses. Responsible for clerical and administrative support services, such as preparation of reports, presentations, drafting correspondence, and processing expense reports for the executive staff. Act as travel coordinator, and event coordinator for the entire company.

Duties and Responsibilities:

· Manage CPO’s calendar

a. Travel

i. Commercial flights (if needed), car rentals, hotels

b. Meetings/Calls

i. Email other parties with options for calls/meetings

ii. Update calendar with meetings/conferences/travel/etc.

· Handle Executive Staff’s Project and Task Requests

c. Print jobs, copying, faxing, binding, scanning, sorting mail, filing, cleaning, etc.

· Office Supplies

d. Replenish copier paper, supplies, janitorial supplies

e. Manage coffee bar area – beans, creamer, paper products

f. Manage Office Max accounts

· Annual Operating Plan/Senior Team Update Meetings

g. Order lunch for group

h. Purchase snacks and drinks

i. Take notes and publish on SharePoint

· Coordinate and schedule company events

j. Summer Picnic

i. Send invite to VSC/DSC

ii. Work with appropriate Ops leaders to organize

k. FRANMAC Meeting

i. Register & book hotel rooms

ii. Work with corporate pilot on travel

l. Annual Awards Banquets

i. Assist with planning and execution

· Conference Room Scheduling

· Company Onboarding

m. Cell, Office Max, Business cards

· Company gifts/flowers

n. Birthdays, babies, funeral, thank you notes/letters (Above Store leaders and Senior team)

Knowledge and Skill Requirements:

· Microsoft Office: Outlook, Word, Excel, Powerpoint

· Critical thinking and ability to be flexible

The duties of this position may change from time to time. The Company reserves the right to add or delete duties and responsibilities at the discretion of its managers and owners. This job description is intended to describe the general level of work being performed. It is not intended to be all-inclusive.

Physical Demands Pacific Bells, LLC / World Wide Wings, LLC

JOB TITLE:

Executive Assistant

PHYSICAL DEMANDS

A. Overall Strength Demands (Check One):

SEDENTARY:

LIGHT: X

MEDIUM:

HEAVY:

VERY HEAVY:

Exerting up to 10lbs. occasionally or negligible weights frequently; sitting most of the time

Exerting up to 20 lbs. occasionally, 10lbs. frequently, or negligible amounts constantly OR requires walking or standing to a significant degree

Exerting 20-50 lbs. occasionally, 10-25 lbs. frequently, or up to 10 lbs. constantly

Exerting 50-100 lbs. occasionally, 25-50 lbs. frequently, or up to 10-20 lbs. constantly

Exerting over 100 lbs. occasionally, 50-100lbs. frequently, or up to 20-50 lbs. constantly

B. Identify the Frequency of each physical demand listed below using the following codes:

C = CONTINUOUSLY

2/3 or more of the time

F = FREQUENTLY

From 1/3 to 2/3 of the time

O = OCCASIONALLY

Up to 1/3 of the time

R = RARELY

Less than 1 hour per week

N = NEVER

Never occurs

These are descriptions of the way this job is currently physically being performed; it does not address the potential for accommodations if needed.

PHYSICAL DEMANDS

CODE

DESCRIPTION

Standing

F

Stand to talk & give and receive information

Sitting

C

Doing reports, some paperwork, siting at desk to operate computer, use telephone

Walking

O

Walk to different parts of RSC for files, office supplies, talk with other staff and attend meetings

Lifting

O

Ability to lift computer equipment, files, general office supplies up to a maximum of 30 lbs. with or without assistance

Carrying

O

Ability to carry computer equipment, files, general office supplies up to a maximum of 30 lbs. with or without assistance

Pushing/Pulling

O

Ability to move computer equipment around and push or pull a maximum of 30 lbs. with or without assistance

Reaching

O

Reaching for computer and office equipment and supplies

Handling

F

Computer equipment, office equipment, files, storage boxes, etc.

Finger Dexterity

C

Computer keyboard, cell phone, calculator, measuring with buttons or keys to push

Kneeling

O

To reach for items from the floor, reaching into file cabinets and from shelves

Crouching

O

Equipment setup, retrieving items from floor, from file cabinets and from shelves

Crawling

R

To obtain items off floor

Bending

F

Picking up computer equipment, items from floor, inspecting areas

Twisting

F

Setting up and repairing computer equipment, moving equipment, inspecting equipment

Climbing

O

To retrieve items from high shelving, setting up computer equipment

Balancing

O

Standing and reaching/pushing/pulling items

Vision

C

Use of computer keyboard, monitor, calculator, etc.

Hearing

C

Receive and interpret information from others-face to face or by phone

Talking

F

Give information and direction to others in discussion.

Foot Controls

R

Operate office equipment with foot controls

Other (specify)

C. Machines, Tools, Equipment and Work Aids: (list equipment used in the performance of this job such as PC and peripheral equipment, calculator, office equipment, telephone, copy machine, computer scanner, modem, fax machines, etc.).

Use of some Computer and Peripheral equipment, monitor, calculator, fax machine, copy machine and telephone. Some maintenance or cleaning equipment/supplies. Office supplies such as notepads, pencils, pens, maps for deliveries etc. Reliable transportation, valid driver’s license, acceptable driving record and minimum insurance for positions that require driving, including IT Manager.

D. Environmental Factors: (state the climate in which work is performed, i.e., climate-controlled office, outdoors in various times of seasons, retail environment, etc...)

Fast paced work environment.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Southlake, TX: Relocate before starting work (Required)

Work Location: In person