Executive Assistant

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Job description

Work and Perks:
The Executive Assistant will be responsible for supporting the CEO and Executive Leadership Team Members to increase the productivity of this group of executives and may be involved in a wide variety of tasks involving clerical, administrative, and project management functions. This individual will be responsible for varied administrative tasks based on departmental needs. They will be expected to maintain confidentiality and deal with time-sensitive material, respond to incoming inquiries, and prepare expense reports, correspondence, memoranda, and reports.

ESSENTIAL REQUIREMENTS & KEY RESPONSIBILITIES

Maintain the CEO's appointment schedule by planning and scheduling business and personal meetings, conferences, and teleconferences, as well as coordinating and booking travel arrangements

Maintains Executive calendars and makes all necessary arrangements for appointments and meetings

Administrative and project management support for the Executive Leadership Team

Assists the CEO/SVP of Operations with daily administrative duties and completes a broad variety of administrative tasks that include completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for meetings

Compilation and auditing of expense reports for Executive Leaders through the Concur System expense reporting system

Organize, schedule, and plan meetings and events to include Board Meetings, RSC Meetings, Divisional Vice President Meetings, and Multi-Unit Leader Meetings, which may include the arrangement of location, catering, agendas, attendee invitations, and other relevant logistics

Assists and supports the CEO in preparing for meetings, including preparing meeting materials, distributing information, keeping track of meeting progress and follow-up items, and preparing and revising correspondence and other documents, as necessary

Plans and executes monthly RSC luncheons and the RSC vacation celebrations, including sending calendar invites, ordering, set-up, and clean-up

Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately

Notify the CEO of important dates and or occasions such as employee birthdays and anniversaries

Manages sensitive matters with a high level of confidentiality and discretion

Develop, prepare, and analyze Operations reports and data on company sales and business trends

Formulate and prepare correspondence and reports to internal and external parties

Support the Executive Leadership Team with PowerPoint presentations for Board Meetings, RSC Meetings, Executive Team Meetings, and Multi-Unit Leader Meetings

Assist with annual department budget process and organization of Strategic Initiatives

Support department invoicing and contract administration as needed

Pick up deliveries and complete other work-related errands to assist the CEO and Executive Leadership Team maximize their productivity

Answer and direct telephone calls, and appropriately relay important information promptly, clearly, maintaining confidently as needed

Be easily assessable for after-hour travel, scheduling, and other needs

Projects as assigned by the Executive Leadership Team

Requirements and Qualifications:
Ability to interact professionally and confidentially within all levels of the organization

Strong organizational and time management skills as well as excellent verbal and written communication skills

Strong teamwork skills, as well as the ability to work independently

Exhibits good judgment and decision-making skills

Maintains flexibility with changing priorities, meets deadlines, multitasks, and works well in a fast-paced environment

Requires an associate degree or its equivalent with at least 5 years of experience in the field or in a related area

Extensive experience with all Microsoft Office products including Outlook, Word, Excel, Teams, and PowerPoint

Punctual and consistent attendance

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