Senior Executive Assistant - DTFS

Inside the Role

Support the CEO as well as direct reports on daily administrative needs. Proactively manage CEO's schedule, travel, preparation for meetings and email, ensuring CEO is always prepared ahead of time. Handle all ad-hoc requests as they arise. Coordinate and organize various events.

Posting Information

We provide a scheduled posting end date to assist our candidates with their application planning. While this date reflects our latest plans, it is subject to change, and postings may be extended or removed earlier than expected.

We Take Care of Our Team

Pay offered dependent on knowledge, skills, and experience   

  

Benefits include annual bonus program; 401k company contribution with company match up to 6% as well as non-elective company contribution of 3 - 7% depending on age; starting at 4 weeks paid vacation; 13+ calendar holidays; 8 weeks paid parental leave; employee assistance program; comprehensive healthcare plans and wellness programs; onsite fitness (at some locations); tuition assistance and volunteer paid time off; short-term and long-term disability plans.   

What You Drive

• Calendar/E-mail/Meeting Management: Support CEO with daily administrative tasks by working closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. This includes maintaining the CEO's calendar and regularly monitoring incoming email for urgent requests; scheduling meetings, creating meeting agendas; printing out documents; taking meeting minutes (when necessary); ensuring meeting logistics, including room and meal coordination; Reviewing calendar and e-mail for the month and each week in advance to ensure proactive preparation of CEO and attendees, where necessary.
• Executive Information Support: Maintain CEO's data and documents by establishing and maintaining document and information storage and filing process for all executive reports and information including preparing reports by collecting and arranging information, securing information by ensuring information confidentiality, and providing historical reference by developing and utilizing filing and retrieval systems for historical information. Track document types for reference when making decisions on future documents.
• Travel Coordination: Coordinate all business travel needs including confirmation of travel dates and needs, booking travel arrangements, preparing travel itinerary, coordinating with other travelers, as necessary, preparation of CEO's expense reports, etc. Serve as primary contact for building guests (i.e., colleagues, customers, speakers, etc.) for various building-wide events.
• Department Administration & Accounting: Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; evaluate new office products; place and expedite orders for supplies; verify receipt of supplies; Audit expense reports, facilitate invoice payment, create Purchase Orders, initiate cross-charges, maintain up-to-date authorized signature cards, and work with Operations liaison for ICS compliance.
• Communication: Collaborate with Corporate Communications team to write and produce internal communications for the DTF leadership, targeted at team members of this department, including: leadership newsletter, leader emails, PPT presentations and other department-related pieces, as determined; Contribute video pieces for the DTF team. Manage the distribution of internal communications to DTF team members.
• Event Planning & Support: Organize, coordinate, and support event-related activities for the DTF organization (including: employee-focused and brand partner/dealer/ customer relations efforts, as appropriate) and, as workload permits, to other departments including: cultural events, team-building events, Field/Sales meetings, dealer events, large corporate celebrations, and other CEO activities; Serve as key contact for brand partner/dealer/customer relations and coordinate with other administrative support staff to ensure executive engagement; Support Customer ONE events/initiatives as workload permits.
• Training, Coaching, and Leadership: Provide training, coaching, and leadership to executive administrative staff by serving as a resource for tools needed in effective and efficient day-to-day administrative tasks. Create, implement, and maintain an administrative assistant's training program. Other duties as necessary, including supporting CEO's Senior Managers. Act as a consultant to other administrative staff for guidelines, templates, and process support.

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