Executive Assistant to Chief Executive Officer

1 week ago

Chattanooga, United States Big Sky Landscapes Full time

Executive Assistant to the Chief Executive Officer


FULL TIME POSITION


COMPANY OVERVIEW

Big Sky Landscapes is the fastest growing landscape company based in Chattanooga, TN with a mission to be the best landscape maintenance and installation company in the country by building lasting relationships with customers and positively impacting all who we come in contact with. We’re an award winning Inc. 5000, high growth, mission- oriented company and we’re looking for an amazing, full-time Executive Assistant to join our team of A Players and support our CEO, Luke Bowling. Learn more about what we do, here www.bigskylandscapes.com. And if you are a highly organized administrative professional with experience supporting C-Level Executives, read on to learn more about this exciting opportunity


POSITION OVERVIEW

This is a full-time role on our leadership team, reporting to our CEO. For this role, you’ll need to live in or near Chattanooga, TN. Typical hours for this role are 8am-4pm, Monday-Friday; on occasion there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.


MISSION

The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for him to make his greatest contribution to our business. The Executive Assistant will be a key asset to the CEO by anticipating needs at an exceptionally high level, allowing him to develop vision and strategy for all aspects of Big Sky Landscapes so that we can reach our revenue and profitability goals.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the CEO.


RESPONSIBILITIES

The Executive Assistant will have the following primary responsibilities:

  • Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering
  • Communicating on the CEO’s behalf both internally and externally
  • Email management on behalf of the CEO and within the office inbox using the
  • Checking the P.O. Box several times per week and processing mail 
  • Complex calendar management and scheduling (both personally and professionally)
  • on behalf of the CEO and Leadership Team
  • Varying personal and professional administrative tasks including, but not limited to,
  • booking appointments, research projects, coordinating travel, and ordering gifts/flowers,etc.
  • Light project management 
  • Accounts receivable duties
  • Managing Office Email
  • Answering office phones
  • Keeping all office documents filed and organized
  • Uploading invoices into bill.com for CEO’s approval
  • All other duties as assigned


PROFICIENCIES

Financial Knowledge: The CEO’s EA will have a high attention to detail and accuracy, using their existing experience dealing with financial information, their experience supporting Executives, and their ground level understanding of accounting terminology to provide informed administrative support.


Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, text messages and/or emails.


High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information is a must. Team Player: In addition to working directly with the CEO, the EA will also work with members of the Finance Team and several other high-level EA’s from other departments. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.


Anticipating Needs: As a part of our commitment to enabling our CEO to serve our company and customers at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.


Affinity for Technology: Our executive assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Zoom, Google Suite, Asana, Microsoft Office Suite.


REQUIREMENTS:

Experience: 2-5 years supporting c-suite executive(s), dealing with financial information.

Physical: Ability to bend, reach, and lift boxes and office supplies up to 50 lbs.

Job Type: Full Time, 



APPLICATION INSTRUCTIONS:

To apply, please submit the following:

1. Cover letter and PDF of your resume emailed to kayla@bigskylandscapes.com

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