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POSITION SUMMARY
The Executive Assistant will provide administrative support for the office of the President of Carina Investments and the Seaman Family Shareholders. Key responsibilities will include preparation of reports and financial data, handling information requests, making travel and meeting arrangements, preparing correspondence, receiving visitors, and managing partner and Board of Directors relations. This position requires the ability to effectively work with all levels of internal management and staff, as well as outside clients and partners. This position also requires the ability to multi-task in a high energy, fast paced, high demand environment within a small team.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Manage and maintain the schedule of President of Carina Investments; oversee appointment schedule and calendars; arrange in-person or virtual meetings and retreats. Prepare agendas, reports, memos, letters, spreadsheets, presentations and other documents using Microsoft Office programs.
- Compile, analyze, and maintain financial data; prepare routine and ad hoc financial reports to support executive decision making and ensure accurate record keeping.
- Coordinate and support management of shareholder family properties, including property usage reservations and approvals, cleaning service coordination, and expense management.
- Manage and execute presentations for the President of Carina Investments and the Seaman Family Shareholders. Works to ensure continuity and coherence among all presentations. Prepare and post presentations in advance of meetings.
- Provide marketing support by preparing marketing materials such as newsletters, flyers, brochures for the family enterprise as well as website development and management
- Support basic bookkeeping through tracking and managing expenses and invoices, managing payments, and basic usage of Ramp expense software.
- Coordinate travel arrangements, overnight accommodations, catering, and event planning. Partner with corporate flight department for flight itineraries and utilization of corporate jets
- Organize and plan customer, Board of Directors, and Family Shareholder outings, meetings, and events, including managing invitations, arranging travel and accommodations, and communications with guests.
- Manage all communication to the Family Shareholders through Diligent Software. Maintain all Resources up to date, post quarterly Sales & Operations books, create and post Meeting Booklets with all information necessary for Shareholder Meetings.
- Receive, sort and analyze incoming mail, memos, submissions and reports to determine their priority and distribute accordingly to team members.
- Perform regular scanning, copying, faxing and mailing; generate and transmit UPS and FedEx shipments; order supplies and stock department.
- Support and oversee general office administration, including managing and stocking supplies, coordinating workspace usage, and ensuring a clean, functional, and efficient working environment.
- Performs other related duties as assigned.
REQUIRED QUALIFICATIONS
- Administrative Assistant Associate Degree, Office Management Associate Degree, or related degree plus 5-10 years administrative-related experience or combination of degree and experience.
- Must have knowledge and demonstrated high proficiency in administrative procedures and PC/Operating systems (Windows, Excel, Word, and PowerPoint).
- Strong attention to detail is required.
- Ability to carry out complex instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.
- Strong ability to effectively communicate orally and in writing with internal and external customers.
PREFERRED QUALIFICATIONS
- Paralegal experience or education considered a plus.
- Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations.
- Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
- Ability to calculate basic figures and amounts, and to apply concepts of basic mathematics. Ability to utilize basic accounting software and calculation tools.
COMPETENCIES
To perform the job successfully, an individual should be aligned with our company values and demonstrate the following competencies:
Do What’s Right
- Safety: Safety is our priority and everyone’s responsibility. If you see something unsafe, you are called to say something.
- Customer Focus: We are in business for the customer. Our (internal and external) customers deserve our focus and we can create solutions that solve their needs.
- Integrity: Our words and actions reflect our values and we hold respect for all individuals.
Work Together
- Collaboration: We must share openly with one another, listen actively, and seek to understand the needs of our colleagues. We will respect diversity and work to find common ground.
- Teamwork: We will trust the person and attack the process.
Create Solutions
- Entrepreneurism: Act with a spirit of entrepreneurism, challenge the status quo, and find innovative solutions to our obstacles.
- Continuous Improvement: Everyone is an advocate for continuous improvement. Be willing to learn something new and accept that failure is a part of the process.
- Results: At the end of the day, results are what drive us forward. Hold yourself accountable to remove roadblocks and focus on the outcome over the activity.
SUPERVISORY RESPONSIBILITIES: No
TRAVEL REQUIREMENTS: 5%
Seaman Corporation is an EEO Employer.
Seaman Corporation provides equal opportunity for employment and promotion to all qualified employees and applicants based on experience, training, education, and ability to do the available work without regard to race, religion, color, age, sex/gender, sexual orientation, national origin, gender identity, disability, marital status, veteran status, genetic information, ancestry, or any other status protected by law.
Seaman Corporation is a drug-free workplace. Candidates are required to pass a drug test before beginning employment.
If you require reasonable accommodation, as a candidate for employment, please inform Human Resources.
