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Executive Assistant to the President

2 months ago

Phoenix, United States HIGHLAND CABINETRY INC Full time
Job DescriptionJob Description

Highland Cabinetry, Inc. is looking for an Executive Assistant to perform a variety of administrative and personal assistant tasks, reporting and general support for our company’s President. The Executive Assistant’s responsibilities include managing calendars, making travel arrangements, preparing meetings and various team reports and graphs. To be successful in this role, you should be well-organized, have great time management and people skills and be able to act without guidance. Ultimately, you will be an extension of our most senior management and contribute to the efficiency of our business by providing personalized and timely support.


Responsibilities

  • Work directly with the President to support all aspects of his daily corporate work, private routine, and secondary business work.
  • Maintain the Presidents calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
  • Serve as a liaison between the President and all employees (including secondary businesses), assigned personal contacts and the public. This includes receiving and screening the Presidents phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
  • Coordinate work with other Highland staff as needed; play a key role in the coordination of staff efforts both within and outside the department and company.
  • Assist the President in the development of presentations and white papers for internal and external audiences, including excel forms, graphs, visuals, and data presentation.
  • Determine priority of matters of attention for the President; redirect matters to staff to handle, or handle matters personally, as appropriate.
  • Keep the President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Routinely perform a wide variety of support duties.
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
  • Sort and triage mail; maintain e-mail and other address directories.
  • Compose and prepare letters relating to routine correspondence for the President’s signature.
  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
  • Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
  • Prepare, reconcile, and submit expense reports.
  • Maintain paper and electronic filing systems.
  • Maintain confidential and sensitive information.
  • Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
  • Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Skills Required

  • Work experience as an Executive Assistant, Personal Assistant or similar role
  • Proficient in Microsoft Office Products with 6-8 years of active experience
  • Outstanding organizational and time management skills
  • Proficient with office technologies and applications (e.g. e-calendars, copy machines, scanners)
  • Excellent verbal and written communications skills
  • Discretion and confidentiality
  • Required: High School Degree
  • Preferred: BS in Business or Communications or other similar area.
  • Must maintain a professional and polished appearance

Work Remotely

  • No

Benefits:

  • 401(k) matching
  • Dental insurance
  • Employee discount
  • Health insurance
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Relocation assistance
  • Vision insurance