How Will Your Role Impact First Command?
The major task of this position is to facilitate efficient and effective administrative functions for the specified Executive Leadership team member. The Executive Assistant represents and supports the highest levels of the company, and as such must demonstrate the ability to work well with a variety of individuals. The Executive Assistant exercises discretion as it relates to matters specific to the department they support. The Executive Assistant position calls for significant individual initiative in the completion of tasks to which are attached a high level of corporate responsibility. Individuals must deal with highly confidential information at the highest management levels.
What Will You Be Doing? Screens incoming calls to the ELT member and determining nature of call and whether or not it requires the attention of the ELT member. Whenever possible, responds to caller directly based on knowledge of the ELT’s preferences, office functions, policy, priorities, availability, etc.
Manage incoming communication and meeting requests by delegating issues to the lowest level of capable staff to increase the effectiveness of the senior HR management. Processes all incoming correspondences received, prioritizing and determining its disposition. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of reply. Drafts responses for the ELT member signature based on knowledge of activities, interests, priorities, etc.
Maintains an efficient flow of information between all levels of ELT members’ internal and external contacts on a wide spectrum of the organization’s plans and priorities. Including timely flow of internal documents to/from HR and LDFC and other Home Office departments needing approval. Complete special projects as needed by management to include data gathering, analysis and presentation for executive management.
Manage Employee Recognition program, to include the planning and execution of monthly and quarterly events, creating and distributing employee anniversary cards, lapels and gifts and overseeing the Selection Committees for monthly and annual awards.
Manage distribution of All Home Office birthday cards.
Calendaring for all HR Staff meetings, conference calls, 1:1 calls/meetings in the Home Office and the Field.
Travel arrangements, preparation of expense reimbursements and trip information for the Executive Leadership team member, along with additional Senior Leadership team members within the HR/LDFC department.
Administrator of Field Service Superstar Inbox, Human Resources Inbox and Employee of the Month Inbox.
Assist Executive Administrative Assistant to the CEO with Executive level meeting planning and presentation material for ELT Off-site, Strategic Planning, Brand, etc.
Facilitate a monthly Executive Assistant planning meeting.
Assist HR department with meeting planning and presentation material.
Keep file records current for research and auditing purposes, to ensure the completeness of records.
Performs a variety of for the department and ELT member, including: preparing correspondence, managing department calendars, opening and processing mail, maintaining files, preparing reports the department, order and inventory supplies.
What Skills/Qualifications Do You Need?
Education Bachelor’s degree preferred
Work Experience 5+ years of senior level administrative experience required; previous experience supporting executive level preferred.
Knowledge, Skills and Abilities Must be a self-starter capable of using sound logic and analytical abilities to accurately complete varied and unique special projects as requested by management.
Must be able to clearly communicate and work well with all employees, advisors, and auditors.
Must easily adapt to changes in duties, procedures, workloads, equipment problems, etc.
Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments, effectively handle competing priorities, and maintain attention to detail.
Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
Excellent communication skills, verbally and in writing;
Highly polished and professional telephone diplomacy;
Consummate team collaborator, able to influence without resorting to EVP’s position;
Flexibility – willing to work additional hours as required by the position
Project management experience
Skilled in Microsoft Word, Power Point, Excel and other office software