Senior Executive Assistant

See's Candies • South San Francisco, CA

2d

About The Position

POSITION OBJECTIVE: The Senior Executive Assistant provides high level, direct administrative and project management support to See’s Executive Leadership by creating and preparing agendas, presentations, documents, spreadsheets, logs/databases, and schedules; tracking action items; managing the Senior Leader’s calendar; making travel arrangements; and identifying issues, conducting research, developing options/solutions and providing advice and recommendations. The position will also coordinate and oversee utilization of administrative support in other business units, including providing a central role in ensuring key responsibilities and functions, such as training, compliance and key financial duties such as budgeting and expenditure documents are completed in a timely and complete manner. The pay range for this position at commencement of employment is expected to be between $120,000 -$130,000K per year; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience.

Requirements

• Five+ years of experience directly supporting and working with C-suite level executives.
• Must understand the sensitive nature of working in the senior executive office and have good judgement, tact, and diplomacy, and maintains the highest levels of judgment and integrity.
• Experience planning and directing projects with varying scope and business impact, including annual planning, analysis and forecasting, and other critical initiatives.
• Excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization including senior executives, vendors, media, and peers.
• Ability to foresee future needs and act proactively to fulfill the business needs of executive leadership and be flexible in the face of changing priorities.
• Strong organizational and problem solving skills and an impeccable attention to detail, with strong proofing and editing skills.
• Competent in using technology to improve work efficiency.
• Super-user proficiency with the full MS Office Suite, including Word, Excel, PowerPoint, Outlook and video conferencing platforms.
• All See’s staff must be committed to the company’s core principles, and workplace values, including a demonstrated commitment to diversity and inclusion.

Nice To Haves

• BA/BS degree is highly preferred.

Responsibilities

• Enhances the work of the CEO through general assistance and organizational support on a daily basis to include day to day interaction and facilitation of internal and external requests and various aspects of interdepartmental communication.
• Coordinates and manages the CEO’s schedule by planning and scheduling meetings, conferences, video conferences; prioritizes functions and appointments, ensuring that meetings, deadlines, presentations and logistics are handled seamlessly.
• Prepares reports on the status of major projects, after meeting action item reports and updates that keep the CEO informed at all times on the status of projects, initiatives and general operations.
• Keeps the weekly, monthly and long range scorecard objectives updated and managed effectively, ensuring that projects and follow-up actions are taken as needed.
• Eliminates barriers and roadblocks that prohibit the smooth operation of the CEO’s office and CEOs time.
• Proactively solves problems, coordinates resources, ensures follow through of tasks and assignments, and ensures project deadlines are met without the need for CEO engagement.
• Sets up and plans senior staff meetings, departmental meetings, meetings with external clients and events to include travel logistics, agenda preparation, presentations and general flow, to ensure successful outcomes of every meeting.
• Acts as senior administrative leader, ensuring other administrative support in all departments are able to coordinate and fulfill required office and administrative duties. This will include collaborating with leadership and support in all corporate departments and ensuring timely reminders are sent out, and—when needed—deliverables are collected and compiled.
• Plans and prepares for all CEO meetings both internally and externally by developing or researching background on meeting participants, gathering information relevant to the subject matter to ensure CEO is prepared to respond to questions and is knowledgeable about the meeting agenda and related topics.
• Prepares reports by collecting and analyzing information related to the organization and CEO’s work.
• Creates spreadsheets and charts, PowerPoint presentations, visual representations and diagrams and conserves the CEO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communications.
• Prepares written responses to correspondence to the CEO including customer questions, suggestions, odd-form complaints, invitations, etc.; directs some external correspondence to appropriate staff members, ensures timely response. Advises CEO of unusual or sensitive correspondence.
• Supports all aspects of customer engagement, including writing copy for outbound customer communications and reviewing and editing customer service talking points, FAQs and customer service training materials.
• Responds to telephone contacts with CEO’s office, determines significance of calls and ensures follow-up by the appropriate department. Acts as spokesperson for the CEO as directed.
• Implements ongoing process improvements using technology and best practices to facilitate the effectiveness of the executive office operations.
• Schedules press and media interview requests; coordinates plant tours and receives visitors for the CEO and Senior Leadership Team.
• Coordinates approved corporate sponsorship and donation requests, including monetary and product donations and manages donation database.
• Completes special projects as assigned by the President/CEO.

Benefits

• full range of generous medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level