Executive Assistant to CEO & C-Suite

Overview:

The Executive Assistant will play a critical role in supporting the President and the Chief Operating Officer, in addition to supporting the Chief Strategy Officer and Chief Revenue Officer. This role is highly visible and front-facing with our clients, customers, and internal leadership. The role will deal with a high level of confidentiality and sensitivity in handling all communications from the executive office. The role must demonstrate a strong business acumen.

This is a highly visible role for our organization, and this individual must be an initiative-taker with a sense of urgency. The role requires you to effectively build relationships at all levels of the organization while providing exceptional support to our C-Suite leaders. Prior experience with start-ups in an entrepreneurial environment is highly recommended.

This role is an exempt, salaried position, as defined by the Federal Fair Labor Standards Act (FLSA). Due to the required strategic collaboration with other C-Suite leaders and/or clients, the daily success of this role depends on consistently meeting and/or surpassing key performance indicators (KPIs) and various service level agreements (SLAs).

Main Duties and Responsibilities:

1. Manage the calendar for the President/COO and assist with others from the executive office to align strategic deliverables over multiple time zones.
2. Co-respond to emails for the President and/or respond on behalf of the C-Suite office.
3. Manage invites for all meetings, attendance, minutes, and notes for post follow-up action items.
4. Establish a solid communication process with the President/COO to ensure all deliverables are met with clients and customers, including follow-up and follow-through.
5. Prepare presentations for board meetings, quarterly/monthly, and weekly meetings.
6. Coordinate C-Suite travel for conferences and client meetings. Be on site at conferences to manage Client meetings to increase engagement with the customers and clients.
7. Coordinate all presentations for conferences and client meetings and act as the liaison between functional leaders.
8. Manage and coordinate “Top-to-Top” client meetings throughout the calendar year, ensuring timelines and deliverables are met from each functional leader. Handle on-site meetings in person.
9. YBM: Plan annual year-beginning meeting, including venue, IT for meetings, travel, meals, and agenda. Coordinate content presentations.
10. Oversee expense reporting review and approvals in Concur.

1. Handle senior-level candidate interviews and scheduling, including travel, hotel accommodations, and reimbursement expenses.
2. Any other duties as determined by the executive.

Skills and Qualifications:

1. Minimum of 10+ years in progressive administrative positions supporting C-Suites.
2. A bachelor's degree is a plus or equivalent certifications in support technology.
3. 5+ years’experience in 3PL, reverse logistics, Supply Chain, or manufacturing, a plus in a similar support role.
4. Establish and maintain effective working relationships with associates, other agencies, and the public.
5. Excellent interpersonal, communication, and organizational skills required.
6. Strong analytical mindset and excellent organizational skills.
7. Exceptional written, verbal, and presentation skills. Bilingual a plus (English& Spanish).
8. Comfortable dealing with ambiguity.
9. Relate well with and interact with all levels of the organization.
10. Attention to detail and prioritize tasks independently.
11. Must work well in a demanding environment with quick turnaround timelines.
12. Intermediate to Advanced skills in Microsoft Office: Outlook, Word, Excel, PowerPoint. Ability to utilize formulas in Excel, create pivot tables, and perform VLOOKUPs.

Physical Demands:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the associate is required to sit or walk for extended periods of time. This position is performed within an office environment whose duties are primarily performed behind a desk or on the operational floor. Associates in these positions frequently operate a computer, read, write, and interact with others in person, over the phone, and via other devices. They move to the operational floor to communicate, perform operational audits, on the job training about new processes, etc. They may also have to do some light lifting of supplies and materials from time to time. Occasionally move objects weighing up to 20 lbs., and sometimes, but rarely, up to 50 lbs.

Job Description Acceptance:

This job description is intended to outline the general responsibilities and qualifications for the Asset Protection Specialist role and may be subject to change based on the specific requirements of the employer and the evolving needs of the organization. I have received, reviewed, and fully understand my job description. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under all conditions as described.