What are the responsibilities and job description for the Executive Assistant position at Idaho Forest Group?
The Executive Assistant provides high-level administrative and organizational support to the executive team, with primary responsibility for coordinating Board and leadership meetings, preparing presentation materials, and managing key administrative operations. This role requires strong attention to detail, professionalism, discretion, and excellent communication skills. The Executive Assistant ensures efficient operations across the corporate office while supporting strategic priorities and maintaining confidentiality in all matters.
Key Responsibilities
Responsibilities include but are not limited to the following:
- Manage executive calendars and coordinate priorities.
- Schedule and support internal and external meetings, including Board sessions.
- Assist in the preparation, formatting, and proofreading of Board and Executive presentations (PowerPoint, Excel, Word).
- Compile and organize materials for Board packets, ensuring accuracy and timely distribution.
- Record meeting minutes and track follow-up actions.
- Prepare and submit expense reports; manage corporate credit cards and banking transactions.
- Research and book travel; maintain detailed itineraries and confirmations.
- Maintain organized digital filing systems for policies, templates, and shared documents.
- Support document control, versioning, and secure storage for corporate and financial records.
- Coordinate executive signatures for contracts and approvals.
- Plan and coordinate events such as offsites, trainings, holiday gatherings, and team meetings.
- Handle incoming and outgoing mail, deliveries, and courier requests.
- Greet visitors, monitor front-door access, and manage reception responsibilities.
- Coordinate office vendors including shredding, recycling, and other services.
- Track vehicle registrations, insurance, and renewals for the corporate fleet.
- Ensure fuel cards are distributed, active, and current.
Required Qualifications
- Minimum of 3 years of experience in executive or senior administrative support.
- Advanced proficiency in Microsoft Office Suite (PowerPoint, Word, Excel, Outlook).
Skills:
Strong organizational, communication, and time management skills.
- Demonstrated ability to handle confidential information with discretion.
- Excellent written and verbal communication skills with strong attention to detail.
Ability to prioritize competing demands and meet tight deadlines.
Ability to pass a drug and alcohol test, post-offer pre-employment physical, and background check.
Preferred Qualifications
- Bachelor's degree in Business Administration, Communications, or related field; or equivalent experience.
- Experience supporting senior executives, boards, or finance departments.
- Familiarity with document design and presentation formatting.
- Experience with SharePoint, Adobe Acrobat, or collaboration tools (Teams, Zoom, etc.).Valid driver's license
PHYSICAL DEMANDS
Ability to sit and/or stand for shift, reach with hands and arms, stoop, squat, bend at the waist, kneel, walk varying distance, and climb stairs.
- Bend at waist – occasional
- Twist upper body – occasional
- Stoop - occasional
- Repetitive use of hands – frequent for clerical duties
- Stand/walk – frequent
- Sit – occasional
- Vision – near and far correctable; depth perception
- Hearing – preferred for awareness of surrounding machinery, mobile equipment, emergencies
WORK ENVIRONMENT
- Typical office environment with frequent use of standard office equipment.
- Occasional travel or extended hours may be required for meetings and events.
Idaho Forest Group is an Equal Opportunity Employer and prohibits discrimination against qualified individuals on the basis of race/ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, genetic information, family medical history, or any other status protected by law.
Salary : $60,000 - $80,000