Executive Coordinator

Position Description: Retail Executive Coordinator

The Executive Coordinator role requires superior organizational skills, keen attention to detail, the ability to meet deadlines, and manage multiple high priority requests. This position must interact professionally with people inside and outside of the Company. A critical part of this role is understanding Company objectives and assisting the Zone leadership team in achieving their goals. Retail is a fast-paced, ever-changing environment that requires team members to be flexible in nature.

Responsibilities:

• Assist Zone Vice President(s) in all areas of business, anticipate individual needs
• Support several Regions across the country, including all Home Centers within the region
• Facilitate and direct incentive contests and trips (Ex: Annual Auction, 150 participants/$75k budget)
• Organize bi-annual leadership events and quarterly regional meetings 
• Attend regional/Zone events to ensure smooth execution and maintain clear point of contact
• Arrange flights, vehicle rentals, hotels, and meals for all event participants 
• Plan and execute external activities such as dinners, excursions, team building activities, etc.
• Negotiating and managing contracts with hotel managers and vendors
• Maintain clear communication with team members before, during, and after events 
• Optimize budget(s), including apparel orders, marketing items, quarterly gifts and awards
• Partner with AP/Accounting to process all invoices and direct bill charges in a timely manner
• Book weekly Concur travel arrangements for RVP, ZVP as needed
• Submit accurate and timely expense reports through Concur for Zone leadership
• Schedule weekly regional/Zone conference calls via Zoom (approx. 20/month)
• Daily Outlook calendar maintenance for Retail leadership
• Ongoing maintenance of Home center lists, Corporate Contact list and Master Allocation spreadsheet
• Ongoing manager change updates regarding any manager termination/promotion/change
• Coordinate new HC Openings and Acquisitions, send Home Center opening/closing notices 
• Create and update retail email distribution lists regularly 
• Create and distribute close letters to Top 10 sales and managers each close (40/month)
• Print and distribute bi-weekly Close reports for ZVP/RVP/PLC 
• Print weekly customer concern reports and stock lists
• Mail monthly new hire letters/anniversary letters to retail employees
• Order and distribute quarterly awards (top sales and managers) for ZVP and RVPs
• Create miscellaneous contest flyers and distribute contest awards
• Manual contest tracking and distribute scorecard updates
• Approve/decline all home purchase order requests
• Approve/edit all Retail business card orders daily, order Team Member badges as necessary
• Prepare Corporate Consent Documents and Notarize company documents as needed
• Order and distribute educational books for team members per RVP/ZVP request
• Maintain professional conversations with customers, legal representatives
• General administrative duties/miscellaneous questions from HC’s

 Qualifications and Requirements:

• Proficient in Microsoft Word, Excel, PowerPoint, Publisher, Office 365, Constant Contact, Bananatag, AS400, Infinium
• Notary of Blount County, TN
• Exceptional written and oral communication skills
• Confidence in public speaking abilities and ability to represent the company
• Strong organizational skills and attention to detail
• Ability to multi-task and manage time effectively
• Excellent leadership and interpersonal skills
• Goal oriented, results-driven, and self-motivated
• Positive attitude and ability to be flexible
• Ability to travel as needed (15%)

 BENEFITS:

• 401(K) includes 100% company match of the first 4%
• Medical and Dental Plan with Prescription Coverage and Vision
• Paid Time Off days and holidays
• Wellness Programs and On-site fitness facility
• On-site restaurant
• Team Share Quarterly Bonus

You will find much more information by visiting our website at: www.claytonhomes.com               

Why Clayton?

• A Berkshire Hathaway Company – an integrity-based organization offering unlimited career growth.
• Full-time team members have the flexibility to create their own health, dental, and vision benefits package. Clayton provides competitive 401K programs including investment options and company matching for full and part time employees after one year to hel