Executive Assistant

Pilot Company•Knoxville, TN

About The Position

The purpose of this job is to provide comprehensive, professional and proactive administrative support for Pilot Flying J executive leadership, exercising confidentiality, tact and diplomacy.

Requirements

Functional Knowledge
Business Acumen: Applies understanding of how efforts achieve organizational objectives
Leadership: Acts as a team lead but is not a supervisor
Problem Solving: Uses existing procedures to solve standard problems
Impact: Impacts own quality and effectiveness of work
Interpersonal Skills: Evaluates and communicates complex content in a clear manner
Timeframe: Must meet near term targets
Knowledge and Experience
Education Required: High School Diploma or Equivalent
Experience Required: At least 3 Years' Experience
Specialized Knowledge
Intermediate Microsoft Office skills required; advanced skills preferred
Experience working on projects from inception to completion
Experience using electronic calendars to schedule appointments, meetings, and other functions

Responsibilities

Oversee the executive calendar and coordinate a variety of meetings and appointments; serve as a liaison between executive and other managers/ team members; complete and reconcile expense reports and process invoices.
Maintain ongoing communication and work closely with executive to meet upcoming commitments and responsibilities. Plan, coordinate and assist with prioritization of executive’s daily schedule, ensuring effective use of time management.
Arrange complex, detailed travel plans, itineraries and agendas, compile meeting documents, and monitor executive’s travel schedule; assist with resolution of logistical issues and meeting time changes
Support senior leadership team with ad hoc projects; follow through on projects to successful completion under deadline pressures.
Prepare, edit and distribute complex and confidential executive correspondence including meeting agendas and notes. Provide administrative support for emergencies during off hours, including weekends.
Collaborate with other executive assistants and the Chief of Staff on meetings, schedules and presentations as needed. Coordinate and plan on- and off-site events, board meetings and other company-related functions.