Executive Assistant to the CEO

2 weeks ago

Des Moines, United States Ruan Full time

Job Description

On-site position located downtown Des Moines at Ruan Center.

Reporting directly to the CEO, the Manager of Executive Administration provides general executive support to the CEO, COO and at times other direct reports of the CEO. The successful individual in this position requires independent discretion, strong organizational and planning skills, detail-orientation, and problem-solving abilities. The Manager of Executive Administration serves as an additional point of contact for internal and external constituencies seeking to interact with the CEO and Team. The Manager of Executive Administration also serves as a liaison to the board of directors; organizes leadership meetings; drafts communication; manages complex travel schedules; and oversees special projects.

Responsibilities:

* Serves as a direct liaison and point of communication between senior leaders and a wide variety of individuals and audiences that include the board of directors, employees, customers, community leaders, media, business contacts, and the general public. Acts as a point person for visitors and must represent Ruan and the team in a positive and professional manner.
* Completes a broad variety of administrative tasks including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans and itineraries.
* Proactively manages assigned calendars while prioritizing and resolving schedule conflicts. Plans, coordinates and ensures schedules are followed and respected.
* Owns and manages the Ruan Transportation Management Systems corporate calendar, ensuring coordination with Ruan sister companies, industry functions, advocacy organizations, and other related events.
* Organizes, schedules, and manages agendas, meeting space, logistics, meals, and other needed support for leadership meetings. May attend leadership meetings to record minutes and follow-up activities.
* Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Teams, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
* Manages a variety of special projects proactively, expeditiously and follows through to successful completion. May draft financial, statistical, narrative and other reports using Microsoft products (Word, Excel, PowerPoint, etc.). May develop first drafts for written communications and support editing processes.
* Maintains decorum, discretion and confidentiality.
* Perform other job-related duties and special projects as required.

Requirements

Education: Associate, Vocational, or Technical Degree or equivalent work experience in Business or related discipline.

Experience: 6-9 year of experience with Leadership Support

* Must be able to commit to Ruan's value statement by acting with integrity in everything we do.
* Must be able to meet behavioral expectations and perform in alignment with our guiding principles: safety, people, customer, performance, and continuous improvement.
* Must have basic knowledge of business concepts and organizational structure.
* Must have the ability to work in a fast-paced environment under constant deadlines.
* Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
* Demonstrated proactive approaches to problem-solving with strong decision-making capability.
* Employee must also display a high level of proficiency while utilizing MS Office software that includes MS Word, Excel, PowerPoint, and Access.
* Unquestionable level of discretion in dealing with sensitive and confidential information with strong, consistent professional demeaner.
* Expert level written and verbal communication skills.

Benefits: Ruan provides benefits which include: Medical, Dental, Vision, Disability, Life, as well as 401k and Paid Time Off.

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