To provide confidential, professional executive support to the COO and SVP Governmental Affairs so the company can achieve its goals and objectives. Provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the COO. Also serves as a liaison to the Board of Directors and Senior Management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. Must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Ability to work independently on projects, from conception to completion, and must be able to work under pressure at all times to handle a wide variety of activities and confidential matters with discretion.
Completes a broad variety of administrative tasks for the COO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
Plans, coordinates and ensures the COO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the COO's time and office.
Communicates directly, and on behalf of the COO, with Executive Leadership Team, Shareholders, Parent Company Partners, Customers, and others, on matters related to the office of the COO.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the COO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with Shareholders, Executive Leadership Team, and Senior Management Staff.
Works closely and effectively with the COO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the COO updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the COO, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Assists in coordinating the agenda for Executive Leadership Team offsite meetings requiring overnight travel
Develop presentations including financial analysis (review of Interest Earnings and 10Q reporting) for Board of Directors’ & Shareholder meetings
Provides fiduciary oversight to periodic, short term company incentive programs.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including
Executive Staff, Shareholders, external partners and customers
Expert level written and verbal communication skills
Demonstrate proactive approach to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various
competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced
Forward looking thinker, who actively seeks opportunities and proposes solutions
Foundational understanding of business financial concepts and reports (P&L Statements, financial calculations, etc.)
Ability to handle sensitive and confidential information in the appropriate manner
Managing & processing contracts with vendors, parent company and third parties
Provides executive support on matters relating to the executive's primary obligations and responsibilities.
Telephone and email support, calendar administration, preparing presentations, preparing for and attending meetings, taking minutes, travel/hotel arrangements, meeting set-up, break room responsibilities, equipment/maintenance, expense reports
Creates, prepares, and organizes accurate and timely reports and presentations as needed (e.g. daily, weekly, and monthly); reviews reports to ensure that data is correct using strong analytical skills (e.g. data makes sense based on previous trends and current activity).
Creates ideas that will streamline work and identifies incidents that require immediate attention in the organization.
Refers incoming calls to the respective employee or department while ensuring that appropriate calls are the only ones that are forwarded to the executive; follows-up on communications from the executive's office or department.
Communicates with management team and other employees regarding requests for information; management team regarding any problems or issues.
Maintains confidentiality of any and all Company information
Education: Associate's or Bachelor's degree in Business management, or related field experience strongly preferred. Experience: 5-10 years of previous C Level executive support required Computer Skills: Extensive knowledge of Microsoft Office Suite required; this includes heavy emphasis on PowerPoint, Excel, Pivot Tables, SharePoint Administration, Power BI, Adobe Pro, Concur. Proficiency in Access, SharePoint and Office 365.
Other Requirements: Knowledge of: Microsoft Office Suite including Access; Business Intelligence Reporting. Skill in: internal and external customer service. Ability to: work quickly, efficiently and independently; multi-task; prioritize; be detail oriented; meet deadlines in a pressured situation; communicate effectively with other employees and develop good working relationships; read and understand sales and financial reports; adapt to change; problem solve. Other functions, skills and abilities may also apply.