Executive Assistant to CEO

Job Summary: The responsibility of the Executive Assistant at The Borgman Company is to provide a wide variety of administrative tasks primarily to the CEO. The executive assistant will have exceptional administrative skills and keen attention to detail, ensuring that the CEO's office runs smoothly and efficiently. This role requires a strong ability to manage calendars, coordinate events, and provide executive administrative support while maintaining confidentiality and professionalism. Duties include meeting preparation, report preparation, general correspondence. The Executive Assistant takes the initiative, can multi-task and remain very organized. They play a vital role in helping keep the NFCC leadership team organized and productive.  

Job Responsibilities:

• Anticipate Executive’s needs by proactively drafting and preparing correspondence, reports, materials, presentations, etc. for internal announcements, other events and meetings involving Executive.
• Analyze reports, provide summary reports, and materials as needed by CEO.
• Assist in research of electronic storage systems, with organized plans to transition and maintain paper files in electronic format using sound judgement of best practices regarding document sensitivity, categorization, retention, and access control.
• Exercise independent judgement and discretion in the oversight of approximately to include tracking and payment of utilities, taxes, maintenance fees and insurance coverage, coordination of maintenance, etc. as well as prepare and/or analyze proposals related to expenses and make recommendations as needed.
• Use sound decision-making and professional judgement in evaluating courses of action, resolving problems, and protecting the interests of the Company and CEO.
• Proactively manages and monitors assigned financial, investment, and postal transactions, while maintaining secure and accurate records and documentation.
• Represents the Company and CEO in a positive light with timely follow-through skills and sound judgement.
• Prepare required forms, such as expense sheets, tax forms, bank resolutions, etc.
• Demonstrate executive leadership and initiative to maintain credibility, trust, and support with the executive team and external partners.
• Maintain a sense of the issues taking place in the environment to keep the CEO updated.
• Manage the CEO’s calendar, schedule, travel arrangements, and related logistics with a high level of autonomy and discretion.
• Oversee and coordinate management of philanthropic interests and initiatives and serve as the Company Representative if needed.
• Prepare and transcribe meeting notes, ensuring all action items are documented and followed up on.
• Provide comprehensive office management support, maintaining an organized workspace and managing supplies.
• Plan and coordinate company events, ensuring all logistics are handled seamlessly.
• Deliver outstanding customer service by acting as a liaison between the CEO and internal/external stakeholders.
• Proofread documents for accuracy and clarity before distribution.
• Assist with various executive administrative tasks as needed to support the CEO’s initiatives.
• Utilize MS Office effectively for document creation, data management, and communication.

Job Requirements:

• An Associate’s Degree or equivalent professional training, a Bachelor’s Degree is preferred.
• 5 years of demonstrated experience in a comparable corporate high-level executive support role.
• Highly organized, resourceful, and able to effectively manage multiple priorities with precision.
• Solid written and verbal communication skills with high emotional intelligence and polish.
• Demonstrated ability working independently and making sound decisions on behalf of senior leadership.
• Strong problem-solving, analytical, and decision-making skills.
• Expert in Microsoft Office Suite and experience with expense reporting software or similar financial tools.
• Must have demonstrated experience handling multiple properties.
• A calm, professional presence and ability to shift priorities, especially under pressure.
• Proven familiarity with corporate governance, legal documentation, and financial processes.
• Demonstrated experience coordinating and communicating with diverse groups of people both internal and external to the Company.
• Proactive at anticipating needs and being a problem solver.
• Trusted discretion in handling confidential information.
• Consistent and timely attendance is essential for success in this role.

Job Competencies:

• Adaptability--Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent changes, delays, or unexpected events.
• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.
• Customer Management--Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Initiative--Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation--Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Planning/Organizing-- Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Strategic Thinking--Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Visionary Leadership--Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Work is performed indoors in an office setting sitting in front of a computer 80% of the time. Must be able to lift to 10 lbs.  

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.