Executive Assistant

Simmons Foods•Siloam Springs, AR

13h•Onsite

About The Position

The Executive Assistant enhances the effectiveness of one or more executives by providing comprehensive administrative and information management support. This role involves a broad variety of tasks, including managing calendars, emails, travel, expenses, and confidential correspondence. The Executive Assistant is also responsible for coordinating company events, senior management team meetings, and potentially board of director meetings. The position requires strong communication skills to act as a liaison between executives and internal departments, building crucial relationships, and managing special projects. General office management duties are also part of the role, along with researching and prioritizing issues for the executive team, often under deadline pressures. The Executive Assistant will coordinate departmental programs, special events, and projects, ensuring objectives are met and communicating with stakeholders. This role is a key team member, participating in team development, communication, and policy implementation, and fostering cohesiveness within the organization. Familiarity with Simmons’ established operating systems and a commitment to continuous improvement are also expected.

Requirements

5 years administrative experience.
Must be able to use a personal computer and various office equipment.
Excellent skills in Microsoft Office (Word, Excel, and Powerpoint), Google Apps, Adobe Acrobat, and Social Media web platforms.
Must have knowledge of commonly-used office concepts, practices, and procedures.
High degree of professional judgment.
Ability to generate trust and retain confidentiality.
High school diploma or equivalent.

Nice To Haves

Experience supporting C-Level Executive.
Experience in both public and private companies.
Preference for manufacturing or food processing organization.
Associate Degree in related field.

Responsibilities

Responsible for a broad variety of administrative tasks on behalf of assigned executive(s).
Manages an active calendar of appointments.
Monitors and responds to emails.
Organizes travel and agendas.
Completes expense reports.
Prepares confidential correspondence.
Maintains discretion and confidentiality as appropriate.
Responsible for the production of company events including parties and executive dinners.
Assists in coordinating the agenda of senior management team meetings.
May provide support for board of director meetings.
Communicates on behalf of executives.
Provides a bridge for smooth communication between the executive and other internal departments.
Demonstrates leadership to maintain credibility, trust and support with the organization.
Builds relationships crucial to the success of the organization, and manages a variety of special projects.
May communicate with board members, investors and other prominent industry and community leaders on behalf of the Company where appropriate.
Performs general office management duties including the maintenance of photocopiers, the purchase of supplies and office equipment, keys for office, company cars, etc.
Maintains account for conference calls.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive team, including those of a sensitive or confidential nature.
Determines appropriate course of action, referral or response.
Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Coordinates processes and procedures related departmental programs, special events, and projects.
Plans logistics with regard to facilities and equipment.
Coordinates with senior leadership and management teams to ensure objectives and milestones are on track.
Communicates with internal and external stakeholders.
Participates in the ongoing development, communication and implementation of team concepts, programs and policies.
Coordinates work to ensure best practices with all team members.
Attends appropriate team meetings.
Fosters strong cohesiveness regarding all major issues; e.g., direction, annual plan, budget, policy changes, etc.
Accepts responsibility to quickly identify any areas that lack cohesiveness, bringing them to the attention of the team leader and working with the team in a supportive manner to resolve issues and actively look for ways, and reinforce actions needed, to achieve synergy possible within the larger organization.
Is familiar with Simmons’ established operating systems (e.g. quality, security, office environment, company policies, LEAN); understands the responsibility to maintain familiarity with the systems and this position’s role in support of these systems - including a consideration of the impact of individual actions on the systems and the responsibility to communicate concerns and improvement ideas.
Performs other duties as necessary in support of business objectives.