Executive Coordinator for CFO, COO and VP of

2 weeks ago

Nashville, United States Gibson Guitars Full time

The Executive Coordinator will be responsible for managing the day-to-day administrative activities for the Chief Financial, Chief Operations Officer and the VP of Production for the Americas as well as helping to coordinate schedule, meetings, communications, and other administrative tasks for their direct reports. The Executive Coordinator will be responsible for assisting in the preparation of presentations, communications, or other materials as well as participation in projects as necessary and requested. This role will also be responsible for appropriately representing the executives with internal and external stakeholders.

Essential Functions

* Time management and calendar gatekeeper; proactively prioritizing a constantly evolving schedule to maximize executives time for strategic initiatives. Field internal and external scheduling requests aligned with executives' and teams' priorities.
* Anticipate and resolve scheduling and logistical conflicts with an appropriate sense of urgency, prioritization, and professionalism.
* Prepare and schedule internal and external business meetings including, third-party appointments, conferences, and office events. This includes scheduling of conference room use and room preparation and technology, catering needs, etc.
* Prepare meeting agendas with clear objectives, record and distribute minutes or other notes when necessary and support the development of presentation materials.
* Screen, prioritize and direct incoming communications.
* Support task management and follow-up for executives.
* Owner of annual functional calendar for executive's area of responsibility including managing critical dates with executive and team.
* Plan and coordinate domestic and international travel, including air and ground transportation, hotel reservations, and itineraries and associated expense reporting.
* Draft letters and documents and communications.
* Organize and maintain records, documents and communications - electronic and paper
* Assist executive with team recognition and engagement to help boost appreciation and morale.

Other duties

* Prepare, participate in, and/or lead projects as necessary
* Establish and maintain strong relationships with local/global teams and external partners.
* Positive participation in change management and process improvement initiatives
* May be asked to perform other duties that are reasonable within the area of expertise

Skills and Competencies

* Excellent written and verbal communication skills
* Outstanding organizational, time management, follow-up skills, and attention to detail.
* Handle confidential, sensitive information and matters with discretion and tact.
* Must be able to manage multiple projects simultaneously and organize workload to meet executive's needs.
* Demonstrate a proactive approach to problem-solving with strong decision-making capability.
* Solid interpersonal skills with proven ability to develop and maintain effective relationships at all levels of the organization

Education and Experience

* Bachelor's degree preferred
* 5+ years positive history supporting senior executives
* Experienced/proficient in Microsoft Word, Power Point, Excel, Outlook, MS Teams and SharePoint
* Experience working in fast paced international and externally facing organizations.

Work Environment

This is an in-office role.

Internal:

* Corporate Locations
* Manufacturing locations
* Office locations
* Showroom
* International locations

External:

* Supplier manufacturing locations

Travel Requirements

* Periodic travel to and between the company's locations may be required (approximately 5-10%).

Physical Demands

* Basic physical stances and actions (sitting, standing, walking)

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