Executive Assistant

Job Title: Executive Assistant

Reporting To: Reports to the Operations Manager

Classification: Exempt

Job Type: Full-time, hybrid in office 2 times per week

Salary Range: 60,000 -65,000 100% fully paid benefits for you an entire family - 9% match on 401k - flecible schedule.

Role Summary

KDG is searching for a highly qualified Executive Assistant to work closely with our executive team, providing critical support and contributing significantly to the company's efficiency and strategic direction. The ideal candidate will have a proven track record of assisting executives and communicating internally or externally on their behalf. This includes, but isn’t limited to representing the executive in writing, on the phone, and sometimes in person. Candidates must be service focused and able to connect and communicate with board members, fellow staff, company employees, and executives alike. The successful candidate will play a pivotal role in enhancing productivity, managing programs, and facilitating communication across various departments.

In return, KDG offers exceptional benefits, including a 401k with matching, outstanding medical, dental, and vision, benefits, life and disability benefits for you and the whole family, a great paid time off package, company profit share and much more!

You must be located within driving distance of Allentown, PA and able to attend the office a minimum of 2 days per week, and additional days, if required.

In this role, you will be expected to perform the responsibilities below:

Collaborate with senior management and department leaders on administrative tasks, such as calendar management, meeting preparation, generating correspondence, and travel arrangements.

·  Organize and coordinate internal and external meetings including meeting setup, document preparation such as meeting agenda, taking notes, and enforcing follow-ups.

·  Plan and coordinate special events such as the Annual Leadership Retreat and Annual Strategic Planning Meeting, ensuring smooth execution.

·  Build relationships with employees to enhance operational efficiency and contribute to defining new strategies with executives.

·  Act as a subject matter expert by addressing inquiries, creating action plans, and supporting communication dissemination.

·  Represent executives effectively when needed and speak on their behalf when appropriate.

·  Assisting the Operations Manager with all insurance contracts and renewals throughout the year for multiple entities.

·  Coordinate with Facilities Manager for office cleaning, restocking of drinks and snacks, ordering cleaning and office supplies and requesting additional cleaning as needed.

·  Coordinate with the Building Maintenance personnel and contractors for items such as building repairs and maintenance, inspection of building systems, contract and invoice management.

Key Responsibilities

Executive Support and Decision Facilitation

Objective: Provide high-level administrative support to CEO and contribute to decision-making processes by gathering and analyzing information. For this level of support, the Executive Assistant will be responsible for coordinating various meetings and special events for the Leadership Team, calendar management, travel arrangements, client visits, document preparation and involvement in day-to-day operations for the company.  

·  Offer comprehensive administrative support to senior executives for calendar management and meeting logistics.

·  Contribute to informed decision-making by gathering data, preparing reports, and offering insights that aid the executive team in making strategic decisions that drive the company forward.

·  Prepare various company documents (agendas, meeting notes, PowerPoint presentations) for meetings as needed working alongside executives to pre-empt needs and requirements.

·  Organize all aspects of the annual Strategic Planning corporate meeting and Leadership Retreat including communication to company and tracking attendees, venue and technology vendor selection, agenda development, event logistics, all vendor scheduling contracts and payments, day of continual support, and day of set up and clean up, ensuring seamless execution.

·  Coordinate travel arrangements for seminars, conferences and/or client visits for leadership and non-leadership roles.

Sales Administrative Support

·  Maintain and update the Customer Relationship Management (CRM) system to ensure accurate, real-time sales data for strategic decision-making

·  Proactively update internal systems to reflect sales initiatives or activities ensuring leadership has up-to-date insights for forecasting and reporting.

·  Manage and track critical action items for the VP of Sales, ensuring timely follow-ups on key initiatives that drive business growth.

Operational Efficiency and Program Management

Objective: Streamline strategic initiatives and enhance operational efficiency by overseeing and managing programs within the organization.

·  Work closely with the Operations Manager and executive team to streamline and execute strategic initiatives, ensuring their alignment with company objectives and timelines.

·  Oversight and management of the company’s public facing contact email address and escalating to other company stakeholders as needed.

·  Oversight of all vendors and contractors for the office building including scheduling maintenance, invoice payment, contract management and renewal, and requesting service for any building issues.

·  Responsible for managing the client gift program, ensuring gifts are coordinated and dispatched promptly with proper documentation maintained in our CRM system.

·  Provide support to the Administration Team with onboarding activities for new employees and carry out assigned offboarding tasks for departing staff.

·  Ordering office supplies, cleaning supplies, snacks and drinks for the office.

·  Management of company’s insurance policies including renewal, policy audits and invoice payments.

·  Process and track executive and administrative expenses, maintaining receipts and records.[VR1] 

Essential Skills & Attributes:

·  Exceptional attention to detail with strong time management and prioritization skills to maximize productivity

·  Agile, creative thinker with a service-oriented mindset, adept at navigating challenges and supporting executive needs.

·  Maintains unwavering integrity, a strong work ethic, and composure under pressure while meeting tight deadlines

·  Confident in written and verbal communication, projecting professionalism and fostering effective relationships with executives, clients, and teams.

·  Skilled in public speaking as required.

·  Confident in following direction and quick thinking when necessary.

·  Mastery of the English language. You must be able to communicate concisely and effectively.

·  Mastery of Word, Excel, and PowerPoint. Must be able to create, navigate, and modify pivot tables, multi-workbook equations, and simple logic effectively.

Preferred Education & Experience

· Minimum of 3 years previous experience in an executive role either as a personal assistant or executive assistant.

·  Proven experience as an Executive Assistant or similar role in a business management capacity.

·  Bachelor’s Degree in a business degree or higher preferred

Physical Requirements 

·  Must be located within driving distance of Allentown, PA and be able to attend the office as required.

·  Prolonged periods sitting at a desk and working on a computer. 

·  Must be able to lift up to 50 pounds at times. 

·  Ability to set up and participate in activities, which may include squatting, bending, reaching, pulling, pushing, and lifting.