Executive Assistant

We are seeking a dedicated Executive Assistant to join our team at Wilcox + Flegel. As an Executive Assistant, you will play a crucial role in supporting our executives and ensuring the smooth operation of our office. If you are a detail-oriented individual with excellent organizational skills and the ability to multitask effectively, we would love to hear from you. Join us at Wilcox + Flegel and be part of a dynamic team dedicated to excellence!

We offer an industry-leading benefits package that includes the following:

• Medical, Dental, Vision, RX, Optional FSA

• Optional Medical Waive Bonus

• Company paid Life Insurance, Short Term & Long Term Disability, and AD&D

• 401(k) with a generous company match

• Paid Time Off, 80 hours per year

• Paid Personal Leave, 48 hours per year

• 7 Paid Holidays

• Working Holiday Pay

• Volunteer Employee Program – get paid to volunteer!

• Employee Fuel Discount Account

• Profit Sharing Program

• Wellness Program Incentives

• Recognition & Reward Program

• Team Member Referral Bonus

Position Summary:

The Executive Assistant provides excellence in executive support to the CEO/Visionary, President/Integrator and Senior Leadership Team (SLT) Members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a large, entrepreneurial environment that is mission and values-driven, accountability and results-driven, and community oriented. As a representative of Senior Leadership and the face of the organization to various constituencies, is always responsible to consistently role model our Core Values.

Essential Position Functions and Responsibilities:

·         Represents the CEO/Visionary, President/Integrator, and Senior Leadership Team.

·         Exercises considerable judgement and discretion in coordinating the CEO/Visionary, President/Integrator and Senior Leadership Team appointment schedules by planning and scheduling meetings, conferences, off-site meetings, teleconferences, and travel and in routing and scheduling calls and visitors. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO, President, Vice President and Senior Leadership’s time and offices.

·         Maintains a regular cadence of check in meetings with CEO/Visionary, President/Integrator, and Senior Leadership Team Members to proactively anticipate needs and provide administrative support.

·         Proactively manages regularly occurring meetings and events on behalf of CEO/Visionary, President/Integrator, and Senior Leadership Team Members, such as but not limited to 121’s, Quarterly Conversations, Offsites, Birthday & Anniversaries of direct reports, All Hands Meetings, and Expense Report Submissions. May attend division L10 meetings and offsites to provide administrative support such as documentation and on-site event support.

·         Provides a bridge for smooth communication between the CEO, President, Vice President and Senior Leadership’s offices and internal departments demonstrating leadership to maintain credibility, trust and support with management and team members.

·         Conserves executives’ time by reading, researching, and routing correspondence; drafting letters and complex documents; collecting, compiling, and analyzing information; and initiating communications.

·         Works closely with CEO, President, and Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer”, having a sense of the key issues taking place in the environment and keeping each updated. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/Visionary, President/Integrator and Senior Leadership Team, some of which may have organizational impact.

·         Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successfully completion, often with deadline pressures.

·         Prepares standard and custom reports with information necessary for decision-making.    

·         Organizes all titles and ensures current, complete records are maintained in on-site company safe and/or company lockbox(es) off-site and are accessible when needed.

·         As a key contributor to EOS, manages the Process Mapping Software and facilitates planning meetings to com