What are the responsibilities and job description for the Executive Assistant position at Southeast Petro Distributors?
Description:
Are you a highly organized and detail-oriented individual who thrives in a fast-paced environment?
We are seeking a qualified Executive Assistant to join our team and provide exceptional support to our Wholesale Operations Department. In this role, you will be the backbone of our team, ensuring smooth day-to-day operations through a variety of administrative, communication, and scheduling tasks.
Requirements:Document Creation and Contract Management:
- Create professional documents (letters, reports, presentations) using Microsoft Office Suite products and presentation software.
- Maintain and update contract records and databases (both physical and digital) to ensure accurate and efficient document management through contract life cycle management.
- Proofread and edit documents for accuracy and clarity.
Calendar and Travel Management:
- Schedule appointments and meetings for assigned staff, ensuring efficient use of time and avoiding conflicts.
- Manage staff calendars and proactively identify scheduling needs.
- Assist with travel arrangements, including booking flights, hotels, and ground transportation.
General Office Support:
- Collaborate and maintain follow-up communication with other departments to ensure end-to-end product completion.
- Maintain process and procedures checklist and ability to identify process improvement opportunities.
- Communicate via phone and email in a professional and courteous manner, directing inquiries to the appropriate staff member.
- Assist with other administrative tasks as needed.
Qualifications:
- Minimum 3-5 years of experience as an Executive Assistant or similar role.
- Excellent organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
- Excellent communication and interpersonal skills, both written and verbal.
- Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to learn new software and adapt to changing priorities.
- Discretion and professionalism in handling confidential information.
- Time management skills and the ability to meet deadlines.
- Attention to detail with emphasis on accuracy and timely work product.
- Initiative-taking individual who is comfortable working independently or in a team environment.
- CRM or database experience preferred
Benefits:
- Competitive salary and benefits package (health insurance, paid time off, 401k with match)
- Opportunity to work in a fast-paced and dynamic environment.
- Be part of a supportive and collaborative team.
Position Type/Expected Hours of Work
Full Time Monday through Friday 8:00am to 5:00pm.