What are the responsibilities and job description for the Executive Support Specialist position at Atlas Van Lines?
Overview
Atlas Van Lines is comprised of a family of companies that deliver transportation and related services globally through a network of quality agents and select service partners. Atlas is distinguished by agent ownership and a shared commitment to help people go new places more easily and more securely. Through a continuing emphasis on service excellence, the company has achieved extraordinary growth.
Every day we help you go new places®, with expertise in moving and logistics, bringing the world within reach.
We are seeking an enthusiastic individual to assist the President and COO and other senior leaders of Atlas! The Executive Support Specialist provides high-level administrative support by conducting research, preparing reports, managing information requests, drafting correspondence, and greeting visitors. This role also involves coordinating calls and in-person events, including board meetings, while maintaining and managing the schedules and events of executive team members.
Key Responsibilities:
- Supports the President & COO of Atlas Van Lines, President & COO of Atlas Logistics, CFO of Atlas World Group, General Counsel of Atlas World Group, and all Senior Leadership for Atlas Van Lines and Atlas Logistics.
- Provide administrative support for Atlas World-Class Travel.
- Serve as the primary back-up for the Senior Executive Administrative Assistant, ensuring continuity in executive support.
- Manage and maintain executive schedules, including travel arrangements, meetings, and other scheduling needs.
- Prepare and process invoices, reports, memos, letters, financial statements, presentations, and other documents using relevant software.
- Review and prioritize incoming communications, determining their significance and distributing them accordingly.
- Collaborate with the company’s administrative team to communicate role expectations and provide necessary training.
- Approve attendance and time-off requests for Atlas Logistics Management and Senior Leadership through ADP.
- Greet and manage visitors for both planned corporate events and unscheduled visits, ensuring professionalism and organization.
- Ensure the Executive Suite, Teleconference Room, and Boardroom are consistently well-maintained and supplied.
- Coordinate and organize corporate luncheons for the leadership team.
- Provide ad hoc project support as needed.
Your Wellness is our Focus:
- Medical, dental, and vision for employees and dependents
- Employee assistance programs focused on mental health.
- Access to a licensed therapist 24/7
- Wellness programs with employee perks
- Onsite Fitness Center and Medical Clinic
Financial Wellbeing:
- Generous 401(k) matching retirement plans
- Pre-tax savings plans, HSA & FSA
- Tuition assistance
- Employee assistance programs focused on financial wellbeing.
Flexibility and Time Off:
- Paid time off including vacation, sick leave, parental leave, holidays, and disability leave.
Qualifications
What You'll Need:
- High School diploma and/or GED is required. Associates degree preferred.
- 3 years of job-related experience supporting C level executives, and/or equivalent combination of education and experience are required.
- Proven experience in executive-level administrative support.
- Strong organizational and communication skills, with the ability to manage multiple tasks and priorities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Ability to handle sensitive information with discretion and maintain a high level of professionalism.
- Experience with ADP or similar HR management software is preferred.
- Strong interpersonal skills, with the ability to interact effectively with senior leadership and visitors.
Our Promise to You:
We want you to grow with us, so we are committed to the continuous development of our employees. We offer free online training courses through our modern learning and development platform along with a company-wide mentorship program, internal employee organizations, tuition reimbursement and many other opportunities for personal growth.
*Atlas is an EO employer - Veterans/Disabled and other protected categories.
*Benefits may vary by position and/or office location