Executive Assistant

Andrews Distributing • Dallas, TX

2d

About The Position

The Executive Assistant is responsible for supporting the business activities of key executive(s); initiates and completes projects with accuracy and within deadlines in a fast-paced environment. Provides a strong, strategic partnership with the executive(s) to improve day to day efficiency. The Executive Assistant has responsibility for complex and confidential administrative assignments, and providing administrative support to one or more Executive/Company Leader(s). This position requires professionalism, a high level of discretion and the ability to be organized, detailed oriented and manage multiple priorities. This role is part of the Executive team.

Requirements

• Five or More Years of Previous Executive Assistant to Senior Leadership Role in a Professional Office Environment
• Strong Oral, Written, Grammar and Interpersonal Communication Skills; Ability to Communicate Clearly, Professionally and Effectively with Senior Leaders and External Partners; Ability to Work and Collaborate with a Wide Variety of People and Roles
• Strong Relationship Management Skills
• Very Strong Technical Competency, specifically MS Office Suite Experience (Excel, Outlook and Word)
• Excellent Organizational Skills; Foresight to Anticipate Questions/Issues, Attention to Detail and Ability Adapt to Changing Priorities
• Self-motivated, Energetic Learner and Ability to Work Independently with Minimal Supervision

Nice To Haves

• Bachelor’s Degree in Business Administration, Communications, or Other Related Field
• Previous Distribution Business Experience
• Previous Project Management Experience

Responsibilities

• Organizes, manages and coordinates the business activities of multiple key executives including but not limited to schedule/calendar management, travel administration, report preparation, project management, professional meeting/speaking arrangements, company records management, data analysis and responding to inquiries from leaders within and outside the company.
• Acts as a communication liaison representing key executive(s) to others.
• Coordinates and arranges internal, structural and external meetings and events; prepares agendas, coordinates activities/participants and reserves/prepares facilities and materials.
• Exercises independent judgement and discretion in policy interpretation and setting work priorities; responsibilities require discretion, judgement, tact and poise.
• Assists with catering and event management as required.
• Monitors progress and coordinates special projects.
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows through on projects ensuring completion while working within deadline pressures.
• Demonstrates problem-solving abilities and ability to prioritize schedules based on frequent and last minute changes.
• Schedules speaking engagements, prepares speeches and creates presentation collaboratively with the Strategic Execution and Communications, and Marketing teams.
• Conducts research, collects and analyzes data to prepare reports and documents.
• Monitors and prepares budget and expense recaps and reports.
• Delivers and picks up business and personal related correspondence, supplies, recognition gifts, donations, etc.
• Handles confidential matters, information and communications.
• Uses discretion and judgement and knowledge of organization to facilitate the executive’s activities.
• Proactively looks for ways to increase efficiency and provide support.
• Handles a wide range of administrative and executive support-related tasks involving clerical, administrative function and research roles.
• Types formal letters, interoffice correspondence and miscellaneous documents; proofreads work for accuracy and composes correspondence and responds to inquiries on own initiatives.
• Answers telephone and handles requests for information at an advanced level.
• Monitors, screens, responds to and distributes incoming and outgoing communications.
• Sets up and maintains department records and files; files and retrieves documents and reference materials.
• Manages internal meeting schedules, agendas, reservations, meeting prep activities and ensures required materials are available.
• Responds to public and business requests as a representative of the Company and the executive ensuring a professional and appropriate public representation.
• Establishes and maintains harmonious working relationships with company leadership, co-workers, team members and clients ensuring effective collaboration.
• Provides superior customer service and professionalism when interacting with internal and external customers/clients.
• Proactively develops relationships with key internal and external contacts gaining the recognition as a highly proficient and valued team resource.
• Exhibits a great attitude to positively impact interactions with internal and external clients.
• Develops and maintains a high level of understanding of the Company, the business and the culture.
• Provides direction and supervision to other administrative staff and team members as needed.

Benefits

• Weekly Pay, Every Friday
• Health, Dental, & Vision Insurance
• Paid Vacation & Sick Time
• 401k with Company Match (FREE Money!!)
• And yes, you will receive free Beer throughout the year! (Root beer to those under 21 years old.)

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 1,001-5,000 employees