What are the responsibilities and job description for the Executive Assistant position at J.W. Speaker Corporation?
We are searching for an Executive Assistant to join our team. This critical position requires a high level of professionalism (yet not stuffy!) and confidentiality, as it supports our owners (Co-Presidents) and Senior Leadership team. Our culture is fast-paced, open, customer-focused, and we all share a "continuous improvement" mindset. Our dress code is casual, but our level of drive is anything but casual! Duties for this position are varied, but will include the following:
Proactive support of Co-Presidents and CFO
- Schedule/calendar management; coordination of recurring and ad hoc meetings on and offsite
- Periodic and special high-level reporting as directed
- Facilitate communication among executives, partnering with Senior Leadership Team and department managers to create corporate internal and external communications
- Owner of our electronic and physical filing systems
- Town Hall, Strategic Planning and Board meetings; scheduling draft agendas, coordinating prep, creating presentations and following up
- General administrative support as requested
Company-wide general administration
- Align administrative department with company goals
- Maintain intellectual property (patents and trademarks) files, reconciling dockets, invoices and 3rd party maintenance requirements
- Oversee all conference rooms and public spaces in 4 buildings, ensuring they are clean, organized, and well-maintained, partnering with our facilities manager as needed
- Ownership of office and public areas; seating arrangements and layouts, decor, furniture and flooring selection, functionality, purchase new and facilitate repair/disposal
- Relationship management of outside services including costs related to office and public space function, usage, and requirements, such as fleet of multifunction printers, vending, office supplies
- Incoming mail and outgoing correspondence
- Perform travel arrangements as needed
- Maintain company history and create company presentations
- Maintain corporate contract files related to vendors, customers, NDA's, sales, etc..
- Screen and track requests for corporate donations and sponsorships; partner with HR and marketing when appropriate
- Corporate event planning
- Other projects and tasks as business needs dictate
Our ideal candidate will possess the following:
- Associate degree preferred
- Advanced knowledge of Microsoft Office Applications: Teams, Excel, Word, PowerPoint, Visio, and Outlook, familiarity with SharePoint a plus!
- Excellent oral and written communication skills with the ability to interact with all levels of the organization.
- High degree of confidentiality and professionalism to assure discreet handling of all business
- Demonstrated ability to prioritize multiple timelines
- Sense of humor!
This is an immediate opening at our booming company, so apply today!
Minorities, Women, Veterans, Disabilities
Experience
Required- 5 - 7 years: Executive Assistant
Education
Preferred- Associates or better in Business Administration or related field
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
