Executive Assistant

Seaman Corporation•Wooster, OH

57d

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.