Executive Assistant

3 weeks ago

Lancaster, United States The High Companies Full time

GENERAL DESCRIPTION:

Responsible for a wide range of advanced, diverse, and confidential administrative duties in a C-Suite environment requiring sound technical and communication/interpersonal skills. The sensitivity of this position requires confidentiality in all services and functions provided, with moderate authority to exercise independent judgement and resolve problems in order to achieve company objectives.

Support will be given in a way that is professional and cohesive with the mission and vision of the organization, and in line with The High Philosophy. Under limited supervision, this position provides diverse administrative, secretarial, and personal support by performing a wide range of routine and non-routine duties concurrently with ease and professionalism. Individual will be confident, proactive, flexible, and adaptable in daily activities. This position relies on broad experience and sound judgement to plan and accomplish goals in a timely, professional, and confidential manner. This position supports Executives who work both in the office and remotely.

Responsibilities also include tasks as assigned by the Executive Assistant/Office Manager that promote achievement of company objectives.

EXPERIENCE, TRAINING AND/OR EDUCATION REQUIRED:

* Associates degree or higher in a complimentary field is preferred. Three to five years progressive administrative experience is preferred, with a minimum of three years experience in a C-Suite environment preferred. One to three years' supervisory experience preferred. The position requires:
* Advanced level of understanding of Microsoft Office software, particularly PowerPoint, Excel, Outlook, Teams, and SharePoint.
* Basic to intermediate level of understanding of internal corporate communications, graphic design, and/or social media
* Effective use of the Internet
* Excellent organization skills with ability to multi-task
* Excellent written and verbal communication skills are imperative
* Must be detail-oriented
* Must be comfortable in a fast-paced, corporate/C-Suite environment
* Confidentiality is critical to this role.

LICENSES, CERTIFICATES OR REGISTRATIONS REQUIRED:

* Valid driver's license
* PA Notary Public preferred

DIMENSIONS (SALES VOLUME, TOTAL EMPLOYEES REPORTING, PAYROLL, ETC.):

Incumbent is responsible for the direct supervision of two full-time and three casual part-time building services team members.

REPORTING RELATIONSHIPS:

Reports directly to the Executive Assistant/Office Manager. Performs day-to-day functions for the President/Chief Operating Officer of High Industries, Inc., and Chief Strategy Officer of High Company, LLC, as well provides support to the Corporate Marketing Manager and the Presidents for High Industries, Inc.

ESSENTIAL JOB FUNCTIONS:

* Manage extremely active business and personal calendar/schedule of Executive Team members to ensure the executive is operating efficiently; perform functions that do not require their direct attention and attempt to keep their time as uncluttered as possible; research and collect information necessary to facilitate decision-making, both by assignment and as required. Exercise flexibility and confidentiality in all tasks.
* Manage multiple, diverse assignments simultaneously and with attention to detail. Prepare documents including but not limited to PowerPoint presentations and Excel spreadsheets. Compile and organize information to compose, prepare, and edit correspondence. Coordinate, schedule, prepare agendas, prepare meeting materials, and take minutes for senior management-level meetings/committees. Follow-up on action items, as required.
* Manage commitments to outside organizations, including travel arrangements, meeting arrangements, and/or special projects, as needed.
* Manage internal meeting arrangements, including coordination of scheduling with all attendees, room reservations, virtual meeting connection, meal and/or beverage service arrangements, etc. Assure that executives have relevant files and are prepared for meetings and travel. Supports corporate Board meeting logistics.
* Interact with all levels of the organization on behalf of senior management. Maintain complete confidentiality and appropriate handling of sensitive information.
* Process and maintain expense reports for executives, and process and properly code high volume of invoices for approval.
* Manage and serve as point of contact for internal communication platforms Highlites and High App, producing engaging and informative posts and content, and collaborate with corporate Marketing Manager to produce regular publication, High Spirit.
* Order, maintain, and stock office and breakroom supplies.
* Manage building access, issue new and replacement access cards and maintain access levels, as needed. Requires familiarity with WinPak system.
* Maintain a comprehensive and current knowledge of organizational structure, personnel, and their functions within the organization.
* Schedule departmental meetings, and coordinate monthly reports as needed.
* Hire, cross-train, develop and supervise Building Support services staff, including Administrative Coordinator/Front Desk, Mail Coordinator, and part-time casual coworkers. Conduct monthly one-on-ones with direct reports. Assist support staff in development of yearly performance plans to clearly outline expectations. Conduct annual performance reviews.
* Participate as a collaborative member of the Executive Administrative Support Team, recognizing the importance of the team concept as adopted by High. Provide back-up and general workflow for Executive Administrative Team members. Assist with execution and coordination of special events, as requested. Attend company functions, as required. Demonstrate a customer service approach to tasks and support.
* Demonstrate the tenets of The High Philosophy, abide by the requirements of the Code of Ethics, and support the policies of the organization as a responsible employee, providing a model for others to follow.

MARGINAL JOB FUNCTIONS:

* May serve on and/or chair various company committees, as appointed.
* Promote the interests and favorable image of High. Support and sustain the value of The High Philosophy.
* Perform special assignments as directed and all other related duties as assigned.

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