Description

SUMMARY

The Executive Assistant is the highest level administrative assistant position that reports directly to the President & CEO providing executive and administrative support. They assist the executive by performing a variety of support duties, such as screening calls, conference/meeting planning, preparing complex documents, coordinating activities, and serving as the primary point of contact for internal and external constituencies on all matters pertaining to the President & CEO. The Executive Assistant serves as a liaison to senior management and the Board of Advisors, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must have the ability to exercise independent judgment and may provide work direction to other support staff. They are expected to develop new and more effective systems and procedures enabling this position and the President & CEO to perform tasks better, faster and more efficiently in order to help the company reduce costs.

Requires a minimum of High School degree with relevant administrative and office work experience. Strong organizational skills, ability to prioritize and organize multiple activities, must possess accuracy and attention to detail with the ability to work effectively under pressure and meet deadlines. Good verbal and written communication skills are important as is the ability to work effectively with minimal supervision, and to treat confidential information with appropriate discretion. Proficiency with Zoom, Google Docs, Microsoft Word, Outlook, PowerPoint, Excel, and other virtual meeting platforms will be expected..

Essential duties & responsibilities related to this position function include, but are not limited, to the following:

Executive Support

• Assists the President & CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments to ensure that the executive’s time is used most effectively; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas while anticipating calendar and travel issues and proactively resolving. Support the President & CEO and other senior staff with appointment setting, calendar management, travel arrangements, and correspondence. Coordinate senior staff and other employees’ travel arrangements as requested. Compiles documents for meetings and assists with personal errands from time to time
• Confidentially manages the email inbox of the President & CEO, responding to emails on behalf of the President & CEO as instructed; ensure 100% of all emails are responded to on a daily basis (within reason). Manage inbound and outbound mail correspondence on behalf of the President & CEO including drafting mail responses and performing other actions as needed. Maintain executive files and documents.
• Communicates with the general staff on the President & CEO’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Executive Management Team (EMT), Management Team, and other employees.
• Drafts reports, letters, proposals, etc.; prepares and coordinates oral and written communication as requested. Prepare PowerPoint and Excel documents for presentations. Professionally represent the President & CEO on calls, in meetings and through written correspondence.
• Supports President & CEO in their external commitments related to the Company, including service on external boards, committees and other groups.
• Maintains and processes the Company's memberships with other organizations.
• Manage President & CEO expenses and reimbursement claims, including company credit card expense reports and associated receipt documentation.
• Coordinate staff meetings, take and disseminate meeting notes.
• Serves as the President & CEO’s administrative liaison to the Board of Advisors and manages Board activities, which include coordinating Board meetings; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Assist in Advisory Board and other high-level meetings, including scheduling, document preparation and logistics. Communicates directly and on behalf of the President & CEO with Advisory Board member.

Office Management

• Performs general office and reception duties including answering the phone, taking messages, filing, mail processing, maintaining office cleanliness and presentation, answering main office phone, answering door/checking-in visitors and receiving deliveries.
• Setup conference rooms; assist with meeting preparation and company visitors. May select and manage caterers and other suppliers as needed.
• Manages inventory of office supplies proactively – learns what is needed; checks quality and adequacy of supplies regularly; purchases standard and custom supplies as needed, on a timely basis and in accordance with company policy; stocks supplies, anticipating needed supplies
• Provide clerical, data entry, filing, and other administrative support as needed.

EHS, Security, and Other

• Maintains safe, secure and clean work environments for personnel. Conduct operations in a manner that promotes safety. Comply with OSHA, MSDS and other Company health and safety standards in accordance with Company, local, state, and federal guidelines.
• Ensure Company adheres to shipping and receiving policies and procedures, and maintain compliance with laws, regulations, and/or standards and complete appropriate documentation as required.
• Contribute to maintaining compliance to Quality Management System certifications and participates in projects and initiatives focused on driving Continual Improvement throughout the organization (i.e. Kaizen events).
• Lead/assists with special projects from time to time and performs other job-related duties as assigned.

Requirements

The Executive Assistant must have the ability to work successfully with all people in contact with the Company. This is a 30-hour week, that works on site and remotely (as needed). Some evening and weekend hours may be required. Must have ability to climb stairs, lift up to 30 pounds and possess a valid driver’s license and access to a car.