Executive Assistant

Franke • Smyrna, TN

12d

About The Position

The Executive Assistant provides administrative support to the CEO of Franke FoodService Systems and the President of Franke FoodService Systems, Americas. The role handles a wide variety of situations and conflicts involving clerical and administrative functions and serves as a liaison between the CEO/President and staff. The position may also provide administrative support to other members of the executive team.

The Executive Assistant coordinates executive schedules and travel, prepares and organizes correspondence and records, supports meetings and events, and assists with expense reports, invoices, and projects. The role requires flexibility to work as needed and may include on-call availability after regular business hours.

Requirements

• Associate’s degree or equivalent combination of education and experience.
• Minimum of 4 years of experience in an administrator role.
• Knowledge of administrative and clerical procedures and systems, including word processing, file and records management, form design, and office procedures and terminology.
• Excellent computer and phone skills.
• Knowledge of customer service principles and processes, including assessing customer needs, meeting service quality standards, and evaluating customer satisfaction.
• Excellent interpersonal skills.
• Intermediate language skills, including reading and interpreting documents, writing routine reports and correspondence, and speaking effectively before groups of customers or employees.
• Basic math skills, including arithmetic with whole numbers, fractions, and decimals; computing rates, ratios, and percentages; and interpreting bar graphs.
• Intermediate reasoning ability to follow written, oral, or diagrammed instructions and address problems involving several concrete variables in standardized situations.
• Computer skills with the internet, word processing, spreadsheets, presentations, and databases.
• Ability to manage multiple tasks and prioritize; excellent time management skills.
• Reliable attendance.

Responsibilities

• Coordinate the CEO/President’s schedule and maintain their calendar.
• Coordinate and arrange travel for the executive team member.
• Manage requests for travel visas and passports for international travel.
• Organize and proof the CEO/President’s mail, files, confidential records, and time-sensitive materials.
• Develop and edit PowerPoint presentations for the executive team.
• Provide meeting, convention, and event support, including scheduling conference rooms, coordinating food, and managing logistics.
• Attend meetings and act as scribe.
• Act as the point person on projects to ensure deadlines are met.
• Prepare routine and advanced correspondence, including letters, memoranda, and reports.
• Prepare and/or audit expense reports.
• Reconcile and approve invoices.
• Provide administrative support to other members of the CEO/President’s executive team as needed.
• Order and maintain office supply stock.
• May manage company fleet registration and servicing, and file auto insurance claims.
• Work a flexible schedule as needed and may be required to be on-call after regular business hours.
• May act as a backup for the receptionist/mailroom.
• May manage and negotiate hotel contracts.
• Manage multiple tasks, prioritize effectively, and maintain reliable attendance.
• Perform other duties as assigned.

Benefits

• Comprehensive benefits package, including health, vision, dental, and more, starting day one.
• Free onsite clinic.
• Free life insurance.
• 401(k) match up to 4%.
• Paid time off and 11 holidays.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree