Executive Assistant

Position Summary:

The Executive Assistant provides administrative support to the CEO and other executives as needed. This critical position is a trusted advisor to the CEO, along with overseeing administrative functions company-wide. Excellence in this position will be marked by becoming a business partner and confidant to the CEO, while earning confidence and eliciting appreciation from across the company as someone who consistently delivers against expectations, integrates administrative operations seamlessly, and whose communication is “just right”.

Essential Job Functions:

• Orchestrate monthly executive, weekly management, and periodic Town Hall meetings, including topic solicitation and agenda preparation. Ensure all necessary information is available for discussion, capture and distribute meeting minutes, follow up on required items and help track projects/activities.
• Take on planning and successful execution of corporate events such as retreats, cross-site training, celebrations, etc. Create and deliver dimensions including agenda and schedule planning, content organization, communications to participants, travel arrangement, food-and-beverage planning, and post-event follow-ups and surveys.
• Create and edit presentations utilizing Word, Excel, PowerPoint.
• Own travel planning company-wide for those who need assistance. Learn travel preferences and preferred patterns for select senior executives, to point of being able to "step into their shoes" for planning domestic travel. (Familiarity with International travel a plus.)Eagerly dive into and own delivery on varied projects as they materialize from time to time.
• Supervise and coach team of 2-3 direct reports across two plant sites, providing training, mentoring, and spirited motivation, enabling success of both your people, and the entire organization.
• Organize and distribute administrative tasks across direct reports. Cross-train on key activities to provide seamless support and execution.
• Manage calendar, travel planning, and general auxiliary activities for CEO, enabling CEO to maximize focus on and contribution to success of Alene’s people and interests. .
• Embrace and become a role model for Conscious Leadership
• Help drive a positive culture through initiatives that usher us toward being an insanely great place to work.

Skills/Attributes:

• Maintain complete and unassailable confidentiality around company financials, HR matters, and executive support.
• High level of service instinct, while being able to constructively evaluate optimal allocation of time and company resources
• Superb Microsoft office skills (Word, Excel, PowerPoint, OneNote)
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking ability
• Communicate with high degree professionalism, following appropriate etiquette and with a degree of business savviness. Must have the ability to comfortably and fluidly interact and communicate with all levels of the organization.
• Low ego, strong work ethic and unquestionable integrity. Proven ability to manage and prioritize multiple tasks while hitting deadlines.
• Accuracy under pressure
• Familiarity with various office technologies such as setting up virtual meetings, operating conference room presentation resources, working with ADP and other software applications as required.
• Open to evolution of this new role as business needs invariably shift.
• Must provide excellent references and demonstrated success in comparable role.

Experience and Education

• 5+ years’ of Executive Administrative Experience supporting C-level Executives
• 4 Year Bachelor’s Degree from an accredited college or university is required.
• Notary or willingness to become a notary

Physical Demands & Work Environment:

While performing the duties of this job, the employee is regularly required to stand, walk, use hands to handle or touch; reach, talk, hear and smell. The employee may be required to, kneel, crouch, sit, climb or balance. The employee may lift and/or move up to more than 50 pounds with assistance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The employee may be regularly exposed to moving mechanical parts, and aromas. The employee is occasionally exposed to airborne particles. The noise level in the work environment is usually moderate

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job as outlined in the physical demands and work environment.