Location: US-NJ-Barrington Category: Executive Type: Full Time
Highly skilled Executive Assistant who provides support to the President and other members of the senior leadership team. Responsible for coordinating and scheduling internal meetings, Board and Shareholder meetings and arranging travel as needed.
Position requires excellent facilitation, communication and computer skills and the ability to maintain confidentiality.
Manage the Board Meetings:
Communication with the Board regarding meeting dates, location, travel details, special needs/request
Organize all transportation related to the Board including airport, dinners, etc.
Support the leadership team - meeting supplies, log into drop box, PC, parking, etc.
Assist in developing agendas for all aspects of the meeting and subcommittees; provide copies to all members at the meeting
Facilitate development of project or portfolio templates related to key initiatives; update as needed for each meeting
Organize Board meeting supplies - name plaques, post its, highlighters, pens, cough drops, candy, extra tissues, loaner laptop, etc.
Book hotel and meeting space in both AZ and NJ (all contracts to be reviewed and signed by CMO and CEO)
Arrange, select and organize all breakfasts, lunches and dinners
Responsible for Board check process
Responsible for the Shareholder process
Coordinate other meeting agendas as requested
Manage senior leadership team calendars and schedule appointments as required
Arrange complex and detailed travel plans and itineraries, compile documents for travel related meetings
Coordinate all logistics and travel for meetings
Act as a liaison between department or divisions
Assist with hosting all visitors to EOB, including an updated itinerary, rides to and from office, meal arrangements or other as needed. Facilitate open desks. Communicate visitors to relevant staff
Create a list of approved hotels and restaurants for visitors or interviews
Participate in projects with other EO facilities, as needed
Other duties as assigned by the senior leadership team
To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Skills & Abilities:
PC proficiency in Microsoft Operating System (Word, Excel, Access, Power Point)
Ability to work independently and in a discretionary manner
Ability to implement new procedures or changes
Ability to communicate effectively with senior leaders and Board members
Project management skills
General knowledge of the industry and product line
Other requirements as needed by department
Education/Experience: Bachelor's Degree in Business Administration, Communications, or related field preferred; Technical education or experience preferred and possibly required; minimum of five (5) years related prior work exp
Ability to lift boxes up to 15 pounds, operate office equipment such as a copier, collect mail up to 10 pounds; ability to sit at desk or PC for long periods of time; ability to stand for long periods of time work in office setting.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.PI130846012