Summary

Executive Assistant

The Executive Assistant is responsible for providing administrative support for C level associates in a timely, efficient, and professional manner. Communicate regularly with Senior Leadership, Board of Directors, staff, clients/customers, and vendors.

 

Job Will Remain Open Until Filled

Responsibilities

The Company is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management and marketing services to manufacturers, suppliers and producers of food products and consumer packaged goods. The company services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

 

Responsibilities

• Provide high level administrative support by managing the executive’s calendar by scheduling and coordinating internal and external meetings

• Coordinate and manage executive travel arrangements, ensuring cost-effectiveness in alignment with the company’s travel policy, while monitoring and reconciling travel expenses to support adherence to budgetary guidelines

• Manage mail, email inquiries, and calls while conserving the executive’s time by reading, researching, and routing efficiently

• Prepare and edit general communication and correspondence

• Prepare meeting materials and presentation decks for a variety of needs including but not limited to meetings with the board of directors

• Serve as a liaison between senior management, middle management, and other department staff

• Develop presentations and reports by assimilating and compiling specific and necessary data

• Ensure special projects are completed in a timely manner by performing and coordinating

• Organize and maintain files, follow-up/pending and reminder systems for various recurring projects and reports

• Manage documentation and information and maintain filing

• Organize group meetings by participating in scheduling dates, notifying participants, preparing agendas, and arranging room setup and catering needs

• Develop strong relationships with the team to support ongoing success by building trust, supporting collaboration, and assisting the team in becoming solution providers

Qualifications

• Education Requirements: High school education

• Experience Requirements: 4–6 years experience in relevant field (C-Suite support experience preferred)

• Travel requirement: No travel requirements

Supervisor Responsibility

Direct Reports: This position does not have supervisory responsibilities for direct reports

 

Indirect Reports: Does not have direct reports, but may delegate work of others and provide guidance, direction and mentoring to indirect reports

 

Required Knowledge and Skills

• Ability to work in a fast-paced environment while serving as a liaison to department heads, managers, associates, clients, and customers

• Demonstrate discretion and confidentiality in the handling of highly sensitive issues

• Excellent written and verbal communication skills

• Able to handle multiple tasks and projects simultaneously in a very organized fashion

• Proactive work ethic with utmost attention to detail

• Knowledge of basic research fundamentals

• Team player with a positive attitude

• Flexible and adaptable to change

• Demonstrates commitment to meeting or exceeding customer expectations, effectively solicits and responds to the needs of the customer both external and internal

• Works cooperatively with others toward common group objectives, demonstrates respect for the ideas and contributions of other team members, cultivates positive relationships with other associates, and provides assistance and support to others

• Advanced proficiency in Microsoft Office (replace with: advanced proficiency in office productivity software)

 

Environmental & Physical Requirements

 

Office / Sedentary Requirements

 

Incumbent must be able to perform the essential functions of the job.  Work is performed primarily in an office environment. Typically requires the ability to sit for extended periods of time (66%+ each day), ability to hear the telephone, ability to enter data on a computer and may also req