Executive Assistant

Job Summary

As a partner to the executive, works proactively and as a team, to enable the executive to remain focused on executing strategic priorities and maintain profitability for the functional area of responsibility.  Works in partnership with executives on various projects of a sensitive or confidential nature on a regular basis. Supports the day-to-day operation of the Branch Support Center, by providing executive-level support to the company’s leadership. Partners with the executive to achieve the company’s strategic goals by gathering information from subject matter experts and leaders to assist in meeting goals and objectives.   Consolidates information and conducts analysis, prioritizes matters of importance, and ensures deadlines are met. 

Responsibilities

Essential Functions

• As a partner to the executive, works proactively and as a team, to enable the executive to remain focused on executing strategic priorities and maintain profitability for the functional area of responsibility.
• Gathers information from subject matter experts and leaders to assist in meeting goals and objectives, consolidates information and conducts analysis.
• Acts as an extension of the executive, exercises a professional and hospitable demeanor, and conduct that appropriately reflects the executive.  
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Areas of focus include working in tandem with subject matter experts for successful project management, meeting logistics, crafting agendas, and managing follow-up actions, facilitating complicated scheduling and calendar management, coordinating travel arrangements, preparing, and finalizing presentations, managing electronic and traditional correspondence, and performing expense reconciliation.
• Works in partnership with executives on various projects of a sensitive or confidential nature on a regular basis. 
• Demonstrates sound judgment, initiative and competency while making decisions on how to plan or execute assigned tasks based on a stated intent, without requiring excessive feedback or validation.
• As a member of a team of administrative professionals, works collectively to achieve team goals and provide support to the entire executive team.  Functional areas of the company include Finance, Legal Human Resources, Information Technology, Supply Chain, Sales and Marketing, Region and Branch Operations.
• Handles confidential information with discretion, adapts to various competing demands, and demonstrates the highest level of service and response.
• Acts as a liaison with other departments and outside contacts on behalf of the company’s leadership, which could include high-level staff such as CEO's, Presidents, Executive Vice Presidents, and Senior Vice Presidents. 

Non-essential Functions

• Contributes to improving processes for efficiency and economy of existing administrative operations. 
• Enables and promotes the use of digital and reporting tools to facilitate collaboration with and among the executive’s department and team members.  
• Coordinates activities such as conferences, trade shows and other industry-specific events.
• Attends and participates in training programs, as required. 
• Performs other duties as assigned by supervisor or designate.

Qualifications

• Associate degree or equivalent work experience
• 5+ years related work experience.
• Solid understanding of business processes and how administrative functions relate to the business.
• An understanding of the company’s role with both customers and vendors.
• Prior success in executive-level partnership functions, demonstrated process improvement mindset.  
• Previous experience in project management, supply chain or sales & marketing preferred.
• Superior written and verbal communication skills. 
• Highly proficient knowledge of and demonstrated expertise in digital applications, Microsoft Office 365 (Outlook, Excel, Word, and PowerPoint, OneNote, OneDrive, SharePoint).  
• SAP experience preferred.

Skills and Abilities

• Ability to speak and write in a sharp, succinct, and positive manner that creates a good image of the company and the executive/partner relationship.
• Understands the power of teamwork and demonstrates strong interpersonal skills in collaborating with fellow employee-owners to provide service excellence.
• Proven ability to exercise considerable discretion, independent judgment, tact, and diplomacy.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• A natural leader who can get things done. 
• Adaptable and comfortable with shifting priorities quickly.
• Must also be extremely effective independently.
• Excellent customer service skills include being courteous, accurate, responsive, and engaged.

Physical Requirements

Frequency at which you would carry/lift in a typical day:
Occasionally 0 – 33% Frequently 34 – 66% Continuously: 67 – 100%

• Lift from Waist:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Lift from Floor:
  • < than 10 lbs. - Frequently
  • 10 to 25 lbs. - Frequently
  • 26 to 50 lbs. - Occasionally
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all
• Carried for Distance:
  • < than 10 lbs. - Not at all
  • 10 to 25 lbs. - Not at all
  • 26 to 50 lbs. - Not at all
  • 51 to 75 lbs. - Not at all
  • 75 to 100 lbs. - Not at all
  • 100+ lbs. - Not at all

Physical Activity

Frequency at which you would do the following in a typical day:

• Sitting (a continuous period of being seated) - Continuously
• Standing (for sustained periods of time) - Frequently
• Walking (moving about on foot to accomplish tasks) - Frequently
• Bending/stooping (downward and forward) - Occasionally
• Crawling (moving about on hands and knees or hands and feet) - Not at all
• Climbing/Walking Stairs (ascending or descending) - Frequently
• Reaching (extending arms in any direction) - Frequently
• Crouching/squatting (bending the body downward and forward by bending leg and spine) - Occasionally
• Kneeling (bending legs at knee to come to rest on knee(s)) - Occasionally
• Balancing (maintaining body equilibrium to prevent falling) - Occasionally
• Repetitive motion (substantial movement (motions) or the wrists, hands, and/or fingers) - Continuously
• Pivoting (movement in any direction with one foot, keeping the other in contact with the floor) - Occasionally
• Pushing/Pulling (using upper extremities to press against or draw or tug) - Occasionally
• Grasping (Applying pressure to an object with the fingers and palm) - Continuously
• Fingering (picking, pinching, typing; working with primarily fingers and not whole hand) - Continuously
• Talking (expressing or exchanging ideas by means of the spoken word) - Frequently
• Driving (the control and operation of a motor vehicle) - Occasionally
• Desk work (work usually performed at a desk) - Continuously
• Use of a computer - Continuously
• Use of a telephone - Frequently
• Hearing (Perceiving the nature of sounds at normal speaking levels) - Continuously
• Exposure (to adverse weather & temperature conditions) - Not at all
• Travel (travel needed to perform job duties) - Occasionally

Additional Information

This job description is a summary of the job duties and responsibilities and is not intended to cover all possible job duties and is subject to change at the employer’s discretion. Employees must be able to perform the essential job duties and satisfy job requirements either with or without a reasonable accommodation.