Executive Assistant

SVP Worldwide - La Vergne, TN2.7

30+ days agoFull-time
SUMMARY

Provides administrative support to the Executive Leadership Team (ELT) including the CEO, CFO, COO, and CMO, as well as the Board of Directors.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manages and maintains ELT’s calendars, including assisting with securing appointments, scheduling all meetings, coordinating all meeting logistics, hosting teleconferences and coordinating travel.
Arranges domestic and international travel by developing itineraries and agendas: booking flights, reserving ground transportation, arranging lodging and reserving meeting accommodations.
Screens incoming calls and correspondence and responds independently when possible.
Prepares timely submission of expense reports.
Assists ELT with reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Produces PowerPoint presentations, Word documents and Excel spreadsheets when needed.
Works with ELT and management to develop comprehensive presentations including content development, seamless communication of message, proofreading and formatting.
Regularly routes and tracks documents for executive signature.
Maintains office supplies inventory and evaluates new office products.
Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans.
Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
Serves as backbone for the ELT, ensuring efficient day-to-day operations.

QUALIFICATIONS/REQUIREMENTS:
Associates Degree or relative experience
5+ years of Executive Level Assistance, preferably with private equity ownership
Proficient in MS Office Suite

Additional Qualifications:
Strong verbal and written communication skills.
Excellent organizational skills with an ability to think proactively, determine steps required for execution, and prioritize workload.
Comfortable working independently with little oversight.
Able to effectively summarize and communicate both tactical and strategic information.
Excellent critical thinking skills, providing necessary and valued contributions.
Experience exercising discretion and confidentiality with sensitive company information.
Resourceful with an attention to detail, time management and multi-tasking skills.
Professional appearance and demeanor.
Ability to maintain confidentialities and exercise discretion.
Strong focus on internal and external customer service.
Ability to anticipate needs of Executive Leadership Team.
Strong sense of integrity, reflecting values of SVP.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and occasionally required to stand and walk; use hands to handle objects or controls; and talk and hear. Repetitive motion is a part of this position. Employee may be required to bend or stoop as a requirement of the filing duties of this position. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a typical office environment. The noise level in the work environment is usually quiet.