Executive Assistant

Advance Stores Company•Raleigh, NC

6d•Hybrid

About The Position

The Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports multiple senior executives at the level of VP and SVP.

Requirements

High degree of professional independence
Ability to maintain confidentiality
Strong communication skills
Independent problem analysis, critical thinking, and assessment
Skilled anticipation and expedited resolutions
Decision making skills
Excellent planning and organizational skills
Self-motivated individual who takes initiative
Attention to detail and high level of accuracy
Ability to multi-task and work as a member of a team
Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Visio, Outlook and the ability to learn other software programs as required.
2-4 years of experience supporting multiple executives at the VP or SVP level within a complex organization

Nice To Haves

Bachelor’s degree; or equivalent combination of education and experience

Responsibilities

Coordinate and manage complex schedules, including meetings, events, and travel arrangements.
Serve as the primary point of contact for internal and external communications, including emails, phone calls, visitors, etc.
Act as interface between assigned executive leaders and/or their teams/departments, as well as other departments as necessary.
Organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential, and secure in accordance with company standards.
Prepare agendas, take minutes, and follow up on action items for meetings as identified by executives.
Coordinate and schedule meetings using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meetings.
Manage and publish agenda.
Oversee and organize special projects, meetings (often large teams) or events internally and outside of the office.
Coordination of marketing materials, food, venue, and logistics.
Order catering and oversee set up for meetings as needed.
Plan and book domestic and international travel, including flights, accommodations, and transportation.
Draft, edit, and proofread documents, presentations, and reports utilizing Word, PowerPoint and Excel.
Process approvals on behalf of designated leader including travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using PeopleSoft eProcurement system).
Oversee office supplies and equipment, ensuring a well-organized and efficient workspace.
Use Service Now system to request computer and communication setup, changes, and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary.
Handle sensitive information with discretion and maintain confidentiality at all times.
Confirming interview and on-boarding appointments for assigned leader.
Assisting with new hire documentation.
Creation of onboarding calendar.
Primary contact for visiting guests and team members.
Greet visitors and direct them to appropriate area or contact.
Order supplies through appropriate vendors within designated budget.