Executive Assistant

1 week ago

Atlanta, United States Tosca Full time

Are you seeking a career filled with both fun and purpose? Look no further than Tosca We are transforming the supply chain with sustainable solutions that safeguard perishable goods and benefit our planet. Our vision is to create a future where all single-use packaging is replaced by reusable containers.


As the Executive Assistant at Tosca, you'll work closely with our VP of Marketing & Communications, providing essential support to our CEO, CFO, and other senior leaders at our Atlanta, GA office. In this pivotal role, you'll engage in strategic initiatives, manage complex scheduling, and handle high-level administrative responsibilities in a dynamic and fast-paced environment. Join us and take advantage of opportunities for professional growth in a forward-thinking company dedicated to sustainability and driving positive change.


Work Schedule

This full-time position is based at Tosca's Headquarters in Atlanta, GA, with a hybrid work arrangement (Tuesday to Thursday in the office, Monday and Friday remote -- this is subject to change).


Job Responsibilities:

Executive Support

  • Manage complex calendars for multiple executives, prioritizing meetings and resolving scheduling conflicts.
  • Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
  • Prepare and manage correspondence, presentations, and other documents with high attention to detail.
  • Plan and execute high-level meetings, board meetings, and corporate events
  • Serve as the primary point of contact for internal and external stakeholders, managing communication flow to and from executives
  • Handle sensitive and confidential information with the utmost discretion and professionalism
  • Manage expense reports and credit card reconciliations for executives
  • Coordinate and prepare materials for speeches, presentations, and conferences

Office Management

  • Assist Office Manager/EA with setting up and cleaning weekly lunches and other corporate events.
  • Ensure conference rooms and common spaces are cleaned, organized, and properly equipped daily.
  • Oversee the organization, labeling, and maintenance of all non-IT spaces in the office on the assigned floor.
  • Partner with the Office Manager on building and grounds repairs and improvement projects
  • Assist in the development and maintenance of office policies and procedures.

Additional Responsibilities

  • Manage special projects and initiatives as assigned by executives
  • Provide administrative support to other departments as needed
  • Assist in onboarding new team members
  • Act as a culture carrier, helping to maintain a positive and productive work environment.
  • Be willing to work extended hours when necessary to meet deadlines or support executive schedules.
  • Travel occasionally to other office locations or events as required.


Qualifications:

  • 5+ years of administrative or executive assistant experience
  • Associate's degree preferred
  • Notary
  • Exceptional organizational and multitasking skills
  • Strong proficiency in Microsoft Office suite
  • Excellent written and verbal communication skills
  • Ability to handle confidential information with discretion
  • Proactive problem-solving and decision-making abilities
  • Excellent attention to detail, judgment, follow-through, initiative, and dependability
  • Ability to build rapport, trust, and positive working relationships within different areas of the business

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