Executive Assistant

Gulfstream•Savannah, GA

1d•Onsite

About The Position

The Executive Assistant provides principal secretarial and administrative support to the Vice President of Procurement under limited supervision. The role maintains a close, highly responsible relationship with corporate officers and their staff, business unit managers, staff, and employees. It requires independent work, considerable judgment and initiative, and knowledge of office functions and the organization’s programs and procedures. The Executive Assistant serves as the Vice President’s primary point of initial contact, manages calendar and meeting logistics, coordinates travel as instructed, prepares correspondence and reports, handles confidential information, screens calls, and supports communication with senior executives and business unit managers. The position also compiles information and prepares presentations, maintains department files, and coordinates functions such as roundtables and luncheons. Travel is up to 25%, and the position is full-time on the first shift.

Requirements

High school diploma or GED and advanced secretarial training required.
Six years of related administrative experience.
Ability to handle multiple tasks, use independent judgment, and manage confidential information.
Proficiency with standard office equipment and software and knowledge of administrative principles.
Ability to read, write, speak, and understand English.

Nice To Haves

Associate’s degree in business administration, office management, or a related curriculum preferred.
Preferred experience providing high-level executive support in a fast-paced leadership environment, including complex calendar management, strategic meeting scheduling, and proactive management of executive time and priorities.
Preferred proficiency in Microsoft PowerPoint, Outlook, Excel, Word, Teams, and Visio, including creating executive leadership presentations and professional organizational charts.
Preferred exceptional organizational skills, attention to detail, executive-level written and verbal communication, discretion, sound judgment, and ability to anticipate leadership needs, coordinate competing priorities, and keep executives and leadership teams prepared, organized, and on schedule.

Responsibilities

Serve as the primary point of initial contact for matters directed to the Vice President; research and prioritize incoming issues and determine an appropriate course of action, referral, or response.
Maintain the Vice President’s calendar, schedule tentative appointments, arrange travel as instructed, coordinate meetings, and assemble background information.
Prepare correspondence, memos, minutes, speeches, and special reports to high quality standards and demanding deadlines; route information appropriately and sign routine correspondence when appropriate.
Prioritize mail and other requests and submit them appropriately.
Prepare and use confidential information concerning budget, employee performance, compensation, and operations.
Answer and screen the Vice President’s telephone calls and redirect them when necessary.
Provide a point of contact for top-level executives inside and outside the company and for business unit managers.
Compile data from selected and extrapolated sources, prepare presentations and reports, and respond to requests according to general instructions.
Establish and maintain organized, timely department files.
Plan and coordinate functions such as roundtables and luncheons.
Perform other duties as assigned.