Job Description:
Essential Job Functions:
- Build and maintain strong relationships with executives and their teams to understand their needs and preferences.
- Conduct regular one-on-one meetings with leaders to stay aligned with their objectives and goals.
- Participate in staff meetings to stay informed and involved.
- Understand and adapt to the preferred working and communication styles of each leader.
- Schedule and coordinate meetings; develop and manage attendee lists and agendas.
- Organize meetings/seminars both locally and off-site, including coordinating with suppliers and managing timelines.
- Coordinate offsite events, ensuring all logistical details are handled efficiently.
- Make hotel/travel arrangements and obtain key receipts for completion of Certify expense reports for leaders.
- Process purchases as required and code invoices appropriately.
- Review mail and/or email; respond to information requests, provide necessary follow-up, and/or forward to the appropriate party.
- Backfill as receptionist when needed, including visitor hospitality and directing phone calls.
- Function as a subject matter expert (SME) in using Microsoft Teams, PowerPoint, and other organizational tools to support meetings and presentations.
- Understand and implement technology solutions that best suit the meeting.
- Maintain confidentiality and exercise discretion in handling sensitive information.
Education & Experience Requirements:
- Associate's degree required.
- Minimum of 4 years of relevant experience required.
Knowledge, Skills & Abilities:
- Knowledge of and ability to manage the major responsibilities and accountabilities for the functions supported.
- Knowledge of processes, tools, and services for managing the acquisition, maintenance, and dissemination of physical and electronic information.
- Ability to conduct ongoing office administration tasks effectively and efficiently in support of local and remote teams.
- Proficiency in office support tools available (e.g., Word, Outlook, PowerPoint, and Excel).
- Excellent communication skills:
- Be clear, concise, and confident in interactions with leaders.
- Tailor communication style to suit different audiences and situations.
- Demonstrate active listening and provide thoughtful responses.
- Organization of key documents and files for easy retrieval.
- Expertise in organizing and coordinating offsite events.
- Advanced skills in preparing presentations and using technology to enhance meeting effectiveness.
Physical Requirements & Work Environment:- Primarily works within the office, with occasional work-from-home days when key leaders are traveling.
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