Executive Assistant

Pilot Company•Knoxville, TN

5h•Onsite

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. This role involves overseeing executive calendars, coordinating a variety of meetings and appointments, serving as a liaison between executives and other team members, and managing expense reports and invoices. The Executive Assistant will maintain ongoing communication with executives to meet commitments, plan and prioritize daily schedules, and arrange complex travel plans, itineraries, and agendas. Additionally, the role includes supporting senior leadership with ad hoc projects, preparing and distributing confidential executive correspondence, and providing administrative support for emergencies during off hours, including weekends. Collaboration with other executive assistants and the Chief of Staff on meetings, schedules, presentations, and the coordination of on- and off-site events, board meetings, and other company-related functions is also a key aspect of this position.

Requirements

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

Nice To Haves

Advanced Microsoft Office skills preferred

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.