Sr Executive Assistant

Advance Stores Company•Raleigh, NC

2d•Hybrid

About The Position

The Senior Executive Assistant is responsible for the organization and coordination of executive office operations, procedures and resources to facilitate organizational effectiveness and efficiency. This position supports the senior executives at the level of SVP, EVP, President, and/or CEO.

Requirements

High level of professionalism
Ability to maintain strict confidentiality at all times
Strong communication skills
Problem analysis and assessment; decision making skills
Excellent planning and organizing skills
Self-motivated individual who takes initiative
Attention to detail and high level of accuracy
Ability to multi-task and work as a member of a team
Strong computer skills to include proficiency with Microsoft Excel, Word, PowerPoint, Chrome River, Outlook and the ability to learn other software programs as required.

Nice To Haves

Notary Preferred

Responsibilities

Act as courier between assigned executive leaders and/or their teams/departments, as well as other departments as necessary
Responsible for maintaining calendar, contacts, and email communication on behalf of senior leader when necessary
Coordinate and schedule meetings using Outlook, reserve conference lines, conference rooms and ensure conference room and equipment are prepared and in working order prior to meeting
Organize and maintain file systems, files correspondence and other records to ensure files remain current, confidential and secure
Open, read and route incoming mail; prepare outgoing mail, including certified mail and correspondence, including e-mail, faxes and overnight courier service; copy correspondence and other printed materials as necessary
Greet visitors and direct to appropriate area or person
Arrange and coordinate travel schedules and reservations, both domestic and internationally
Order catering for meetings
Organize social events internally and outside of the office
Order supplies through appropriate vendors, ensuring ordering does not exceed budget
Use ITG process to request computer and communication setup, changes and equipment from the Information Technology department (requires tracking of each ticket and follow-up with the next level assigned until ticket is closed); escalate issues when necessary
Remain up to date on company communications and distribute information as necessary
Manage department alias and users assigned
Maintain and distribute monthly financial calendar and reminders; complete monthly reconciliation of leader Procurement Card transactions
Process approvals on behalf of leader for the following -- travel (work with travel vendor), Procurement Cards (using Chrome River system), Purchasing Requisitions (using Oracle)
Provide support with HR functions (confirming interview and on-boarding appointments for leader and assist with new hire paperwork)
Maintain office services by organizing office operations and procedures; controlling correspondence; assigning and monitoring clerical functions
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.