Executive Assistant

Job Description TEAM MEMBER WILL BE REQUIRED TO WORK ONSITE AT OUR RALEIGH, NC HQ FOUR DAYS A WEEK. Job Summary: The Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports multiple senior executives at the level of VP and SVP. What will you do? Calendar Management: Coordinate and manage complex schedules, including meetings, events, and travel arrangements. Remain up to date on company communications and distribute information as appropriate. Communication: Serve as the primary point of contact for internal and external communications, including emails, phone calls, visitors, etc. Determine those requiring priority attention and communicate on behalf of executive as necessary. Act as interface between assigned executive leaders and/or their teams/departments, as well as other departments as necessary. Remain up to date on company communications and distribute information as appropriate. In accordance with company standards, organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential, and secure in accordance with company standards. Meeting Coordination: Prepare agendas, take minutes, and follow up on action items for meetings as identified by executives. Coordinate and schedule meetings using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meetings. Manage and publish agenda. Oversee and organize special projects, meetings (often large teams) or events internally and outside of the office. Coordination of marketing materials, food, venue, and logistics. Order catering and oversee set up for meetings as needed. Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, and transportation. Ensure a smooth travel experience from beginning to end. Document Preparation: Draft, edit, and proofread documents, presentations, and reports utilizing Word, PowerPoint and Excel. Expense Management: Process approvals on behalf of designated leader including travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using PeopleSoft eProcurement system). Office Management: Oversee office supplies and equipment, ensuring a well-organized and efficient workspace. Use Service Now system to request computer and communication setup, changes, and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary. Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times. Support for new hires. Confirming interview and on-boarding appointments for assigned leader. Assisting with new hire documentation. Creation of onboarding calendar. Primary contact for visiting guests and team members. Greet visitors and direct them to appropriate area or contact. Order supplies through appropriate vendors within designated budget. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. High degree of professional independence Ability to maintain confidentiality. Strong communication skills Independent problem analysis, critical thinking, and assessment Skilled anticipation and expedited resolutions Decision making skills. Excellent planning and organizational skills. Self-motivated individual who takes initiative Attention to detail and high level of accuracy Ability to multi-task and work as a member of a team Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Visio, Outlook and the ability to learn other software programs as required. Certifications, Experience, and Education: Certifications: None Experience: 2-4 years of experience supporting multiple executives at the VP or SVP level within a complex organization Education: Bachelor’s degree; or equivalent combination of education and experience Location & Work Availability: This position is Hybrid (4 days in office, 1 day remote), based at our corporate headquarters in Raleigh, North Carolina. Flexibility for occasional travel may be required. Benefits Summary: We believe in supporting our Team Members and those they love through comprehensive health & wellness benefits. Learn more here: https://jobs.advanceautoparts.com/us/en/benefits Company Overview: Advance Auto Parts, Inc. is a leading automotive aftermarket parts provider that serves both professional installers and do-it-yourself customers. Advance operates 5,000 stores and WorldPac branches in the United States, Puerto Rico, and the U.S. Virgin Islands. The Company also serves independently owned CarQuest branded stores across these locations in addition to Mexico and various Caribbean Islands. When you join our team, you become one of 60,000 knowledgeable and experienced Team Members who are committed to providing outstanding customer service to our customers, communities, and each other every day. We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age national origin, religion, sexual orientation, gender identity, status as a veteran and basis of disability or any other federal, state, or local protected class. #-LI-AC1 California Residents click below for Privacy Notice: https://jobs.advanceautoparts.com/us/en/disclosures Advance Auto Parts, Inc. is a leading automotive aftermarket parts provider that serves both professional installers and do-it-yourself customers. As of October 5, 2024, Advance operated 4,781 stores primarily within the United States, with additional locations in Canada, Puerto Rico and the U.S. Virgin Islands. The company also served 1,125 independently owned Carquest branded stores across these locations in addition to Mexico and various Caribbean islands. Additional information about Advance, including employment opportunities, customer services and online shopping for parts, accessories and other offerings can be found at www.AdvanceAutoParts.com.