Executive Assistant

Position Summary...

This role involves coordinating and scheduling company and business-related events, handling administrative aspects of calendar management, constructing communications for leadership, managing financial and business data, and supporting leadership. The position also requires demonstrating expertise, ensuring compliance with company policies and ethics, providing excellent customer service, and striving for continuous improvement.

What you'll do...

 Event Coordination and Scheduling

• Plan and Schedule Projects: Coordinates company and business-related events with minimal direction by researching and identifying options, resources, and cost efficiencies within established timeframes.
• Establish Timelines and Agendas: Sets dates, timelines, and agendas, identifying and coordinating specific technology needs.
• Pre-travel Preparation: Organizes and schedules pre-travel preparations and business needs.
• Liaison Role: Acts as a coordinator or liaison for visiting associates and guests.

Administrative Management

• Calendar Management: Handles calendar management for leadership and team with minimal supervision. Coordinates appointments, understands calendar needs, and anticipates time requirements for pre-meeting work.
• Meeting Room Coordination: Monitors and maintains calendars and the use of meeting rooms or facilities, prioritizing requests and identifying key attendees.

Communication

• Construct Communications: Utilizes business and process knowledge to draft electronic, verbal, and written communications for leadership.
• Follow-up and Resolution: Follows up with requests to ensure resolution, communicates with senior leadership to gather information and resolve issues, drafts and sends communications on behalf of supervisors.
• Content Review: Reviews and edits documentation and prioritizes incoming messages.

Financial and Data Management

• Data Coordination: Provides financial and business data management by coordinating with other areas to collect data and information.
• Forecasting and Reconciliation: Compiles, forecasts, and reconciles divisional data, creating and maintaining reports, tools, and templates.
• Security and Confidentiality: Maintains the security and confidentiality of sensitive information.
• Invoice Processing: Processes invoices and expense reports, reviewing for exceptions and making necessary adjustments.

Leadership Support

• Associate Contact: Serves as a contact and resource for associates, obtaining information and offering solutions to filter and prioritize requests for leadership time and attention.
• Mentorship: Mentors, offer guidance, and delegates tasks to other assistants.
• Customer Requests: Resolves internal and external customer requests.

Expertise and Improvement

• Expert Advice: Demonstrates up-to-date expertise and provides expert advice and guidance to others.
• Action Plans: Supports the development, execution, and improvement of action plans.
• Business Solutions Implementation: Builds relationships with key stakeholders, identifies business needs, and monitors progress and results.

Compliance and Ethics

• Policy Adherence: Models compliance with company policies and procedures, supports company mission values, and standards of ethics and integrity.
• Open Door Policy: Uses the Open Door Policy and assists others in executing business processes and practices.
• Respect and Integrity: Demonstrates respect for individuals, drives a positive associate and customer/member experience, and builds strong and trusting relationships.

Customer