Executive Assistant

Purpose
The purpose of this role is to perform tactical and strategic administrative support for the CEO and includes a variety of administrative and general office tasks that support the CEO. Additionally, this role works collaboratively with other Executive Assistants in providing general and backup administrative support to other Executives. In this role, the Executive Assistant will serve as a true “right hand” to the CEO, partnering with them to manage shifting priorities and ensure seamless coordination of their business responsibilities.

Focus & Scope
Essential duties and responsibilities, i.e. those which are basic, necessary, and an integral part of the job, are indicated below:
Company / Entity

• Provides support and assistance to CEO that ensures effective use of time and productive interactions with stakeholders.
• Manages e-mail and calendar on the CEO’s behalf, ensuring accuracy, follow-through, and timeliness of communication. Proactively and independently resolves problems and conflicts, using judgment to elevate when necessary.
• Manages all aspects of CEO’s travel schedule, including booking facilities (hotels, conference rooms, offsite locations, etc.)
• Handles confidential information with flawless integrity
• Takes ownership of relevant support processes and prioritize tasks
• Manages multiple assignments and responsibilities
• Handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and project management roles.
• Builds and maintains positive working relationships with internal and external customers. Maintains a favorable impression of the company with external customers through professional and courteous interactions.
• Prepares (or directs preparation of) reports and presentations as needed for the executive
• Organizes and plans all elements of on and offsite meetings and events on the CEO’s behalf
• Establishes, promotes, and protects Teichert values including diversity, teamwork, fair work environment, and respect of others. Maintains a “team” spirit within the Company. Works and cooperates with other disciplines (across company lines) to ensure maximum and best use of resources.
• Gathers feedback and continuously makes improvements to work processes and practices.
• Supports the company safety programs by actively participating in appropriate safety meetings and training sessions to maintain a safe, healthy work environment and to meet corporate safety standards.
• Occasional overnight travel required.

Technical / Specialty Area

Contributes to the smooth operation of office services by providing administrative support to the business unit which may include some or all of the following:

• Updating and distributing various reports.
• Compiles information and prepares general correspondence for internal and external use and distribution
• Maintains office records through accurate and timely processing of documents, setting up and maintaining files, etc.
• Schedules and coordinates calendars and meetings for small and large groups.
• Administers mail service for CEO including sorting, opening, date stamping and distributing interoffice/interproject mail and faxes, receiving packages, letters, etc. as required and signing for parcels when necessary. May run miscellaneous errands, pick up deliveries as required.
• Answers incoming calls and routes to appropriate person or takes legible and accurate messages when necessary. May answer routine questions or follow-through on routine requests.
• Will work within Microsoft Office proficiently, including mail merges, excel spreadsheets, PowerPoint, and is proficient in Outlook. PowerBI (or willingness to learn) is a plus.
• Accounts Payable: Processes expense reports and vendor invoices for payment.

Relationships, Qualifications and Requirements, & Competencies
Key Relationships

Reports to:

• CEO

Direct reports:

• None

External clients:

• Operation managers, support divisions, shareholders, customers, industry associations/chambers, government employees, residents and community leaders within the areas of our work, office supply vendors, general public

Internal clients:

• All employees

Role Qualifications & Requirements

Education:

• Bachelor’s degree or equivalent experience combination of experience and college level education

Experience & Industry Expertise:

• 4 to 7 years administrative experience
• Knowledge of the…