Executive Assistant

4 weeks ago


Kennesaw, United States Jack Cooper Transport Full time

Job Summary 

Assist the Chairman of the Board and Chief of Staff. 


Job Duties 

Essential Functions 

  • Proactively manage the schedule and calendar for the Chairman of the Board; communicate regularly regarding status of schedule, possible conflicts, etc. 
  • Monitor budgets; report trends 
  • Coordinate event, conference, meeting, travel, luncheons, use of conference rooms, etc., including: coordination of materials, preparation and distribution of agendas and minutes; ensure proper IT, video, conference equipment, etc., requirements are available and ready for use; select vendor, place catering orders, and set up food, dishes, utensils, etc., for meals and assist with serving, when required; send out meeting notices, all logistical information, and monitor RSVP’s; arrange hotel rooms and ground transportation, and process
  • Expense Reimbursement forms for Board Members and other out of town visitors 
  • Answer phone for Chairman; screen incoming calls and respond independently when possible 
  • Open mail for the Chairman and determine level of priority 
  • Monitor projects and ensure timely completion 
  • Maintain business/customer contact database 
  • Communicate effectively with outside clients and vendors and represent the office of the President and the Company effectively and professionally; maintain a high level of confidentiality 
  • Process invoices and receivables 
  • Prepare reports and presentations for Board meetings, client meetings, etc., as directed 
  • Maintain effective, systematically organized files for the Chairman 
  • Prepare, review, track, and process expense reports and reimbursements, as required 
  • Compose and edit correspondence as authorized on behalf of the President, coordinate follow-up and outreach to key individuals and organizations 


Essential Core Values 

Our values are the foundation to the culture on which we develop people and deliver results at Jack Cooper. Our values – excellence, integrity, innovation & imagination, longevity, and responsibility- unify us and inform how we work together as a team and how we interact with external stakeholders. 


As a member of the Jack Cooper team, you will be expected to support and maintain a positive culture by upholding Jack Cooper’s values, vision, mission, policies and procedures during the course of daily work performance. 


Job Specifications 

Requirements 

  • Bachelor’s degree in a business-related field plus 5 or more years’ experience as an administrative assistant/executive secretary to a senior officer of an organization and prior experience supporting a corporate Board of Directors, or an equivalent combination of experience and training 
  • Proficient in Microsoft Office Suite, especially Microsoft Word, Excel, Outlook and PowerPoint, as well as internal systems 
  • Proven track record in managing confidential information with discretion 
  • Demonstrated strong analytic skills with ability to quickly interpret and organize data and information 
  • Strong attention to detail 
  • Experience in project management with proven ability to multi-task and manage around changing priorities 
  • Strong communications skills 
  • Demonstrated poise, professionalism tact and diplomacy 
  • Ability to problem-solve


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