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.

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 require the ability to lift up to 10 pounds.

Additional Information Regarding The Company Job Duties and Job Descriptions:

Job duties include additional responsibilities as assigned by one’s supervisor or other manager related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. The Company reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job position or assign additional job responsibilities, subject to applicable law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

Job Will Remain Open Until Filled