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Executive Assistant

2 months ago

Nashville, United States MillarRich LLC Full time $20
Job DescriptionJob DescriptionDescription:

Responsibilities and Duties: Working under the supervision of the Chief Executive Officer (CEO), the primary responsibility of the Executive Assistant is to act as the “right-hand person” for the CEO and owner(s) to enable them to advance company initiatives and goals. The Executive Assistant will filter and attend to the day-to-day functions that are part of the executive’s role so that the executives can focus on the high-level leadership and strategy functions. The Executive Assistant will work across all business entities.

Specific duties include:

  1. Managing scheduling for company executive(s) as directed;
  2. Managing scheduling for conference room reservations, as well as secondary meeting locations as necessary;
  3. Drafting, reviewing and sending communications on behalf of company executive(s);
  4. Organizing and preparing for meetings, including managing evites, gathering documents, attending to logistics of meetings (e.g., food orders, as well as providing food and beverage set up and clean up);
  5. Taking minutes during meetings;
  6. Answering and responding to phone calls, communicating messages and information to the executive(s);
  7. Prioritizing emails and responding when necessary;
  8. Coordinating travel arrangements as needed;
  9. Maintaining various records and documents for company executive(s);
  10. Maintaining inventory of office supplies, office furniture, and emergency equipment (such as first aid kits and natural disaster kits); purchasing equipment as necessary; and completing all required inventory documentation;
  11. Reviewing and updating office inventory documentation quarterly, at minimum;
  12. Ensuring that all first aid kits, fire extinguishers, property inspections, and other necessary emergency equipment are up to date;
  13. Completing both fire drills and tornado drills monthly, as outlined in Policies and Procedures;
  14. Arranging for and supervising the repair and maintenance of office equipment;
  15. Signing for and distributing UPS/FedEx or similarly delivered packages, as needed;
  16. Execution of incoming and outgoing mail, such as scanning and distributing all incoming mail to appropriate persons and sending out mass mailings;
  17. Promoting a welcoming office environment to all visitors and staff by ensuring that community areas in the office are stocked with drinks, snacks, coffee and all necessary coffee extras, and any extra requests relating to these items;
  18. Ensuring office cleanliness;
  19. Planning and promoting group activities for individuals served, staff, contractors as assigned for all business entities;
  20. Organizing, attending, and guiding group activities at the MillarRich office and within the community to include:
  21. Negotiating group rates with various vendors throughout the community;
  22. Obtaining all necessary equipment needed for group activities;
  23. Working with the Marketing Department to effectively market the activities;
  24. Maintaining appropriate records and files relevant to available resources, programs, expenditures, and other matters involved in the successful completion of activities;
  25. Sending flower arrangements, birthday cards, and/or holiday cards to employees, contractors, clients and/or their conservators, as directed;
  26. Managing vehicle fleet including:
  27. Communicating with assigned drivers of needed maintenance and following up to ensure that all required maintenance has been completed and that we have supporting documentation to confirm completion;
  28. Within applicable MillarRich systems, tracking the maintenance of MillarRich vehicles including biannual vehicle inspections, recalls, and oil change;
  29. Working with drivers and body repair shops on any major repairs including with assisting with insurance claims as applicabl;
  30. Contacting drivers as updated vehicle registrations are available
  31. Assisting in the vehicle assignment process by ensuring that the vehicles maintain all needed items for safety and access to necessary contact information in the event of an emergency
  32. Coordinating the deep cleaning of vehicles prior to driver assignment
  33. Managing vehicle reservation calendar for temporary vehicle assignments
  34. Conducting vehicle inspections at the time of return to ensure that all damage, cleanliness, and other visual related items are noted
  35. Update tracker information in Verizon Connect
  36. Completing periodic reviews of monitoring reports provided by Verizon Connect, and providing the CEO with updates on any identified issues
  37. Provide all assigned drivers onboarding training to MillarRich fleet expectations and responsibilities, and ensure that all drivers complete Fleetio training before the assignment of their vehicle;
  38. Project management as assigned;
  39. Additional responsibilities may be assigned as circumstances warrant.
Requirements:

Knowledge, Skills, Abilities and Personal Characteristics:

  1. Proven experience as an Executive Assistant or other relevant administrative support experience.
  2. High School Diploma required; Bachelor’s Degree preferred.
  3. Detail oriented.
  4. Effective time management skills. Must be able to meet deadlines in a fast-paced quickly changing environment.
  5. Motivated, energetic, innovative, and highly organized.
  6. Strong interpersonal/human relations skills.
  7. Ability to use professional discretion and to maintain confidence.
  8. The ability to effectively communicate through verbal and written mediums.
  9. Experience with Microsoft Office (Word, Excel, PowerPoint, SharePoint, Teams) with the ability to learn new computer programs.
  10. The ability to work autonomously.
  11. Ability to plan, organize and prioritize events within the office setting. Managing stressful situations utilizing excellent problem-solving techniques is required.
  12. Outgoing and positive disposition.