Executive Assistant

4 days ago

Longview, United States Wilcox + Flegel Full time
We are seeking a dedicated Executive Assistant to join our team at Wilcox + Flegel. As an Executive Assistant, you will play a crucial role in supporting our executives and ensuring the smooth operation of our office. If you are a detail-oriented individual with excellent organizational skills and the ability to multitask effectively, we would love to hear from you. Join us at Wilcox + Flegel and be part of a dynamic team dedicated to excellence

We offer an industry-leading benefits package that includes the following:
  • Medical, Dental, Vision, RX, Optional FSA
  • Optional Medical Waive Bonus
  • Company paid Life Insurance, Short Term & Long Term Disability, and AD&D
  • 401(k) with a generous company match
  • Paid Time Off, 80 hours per year
  • Paid Personal Leave, 48 hours per year
  • 7 Paid Holidays
  • Working Holiday Pay
  • Volunteer Employee Program - get paid to volunteer
  • Employee Fuel Discount Account
  • Profit Sharing Program
  • Wellness Program Incentives
  • Recognition & Reward Program
  • Team Member Referral Bonus
Position Summary:

The Executive Assistant provides excellence in executive support to the CEO/Visionary, President/Integrator and Senior Leadership Team (SLT) Members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a large, entrepreneurial environment that is mission and values-driven, accountability and results-driven, and community oriented. As a representative of Senior Leadership and the face of the organization to various constituencies, is always responsible to consistently role model our Core Values.

Essential Position Functions and Responsibilities:
• Represents the CEO/Visionary, President/Integrator, and Senior Leadership Team.
• Exercises considerable judgement and discretion in coordinating the CEO/Visionary, President/Integrator and Senior Leadership Team appointment schedules by planning and scheduling meetings, conferences, off-site meetings, teleconferences, and travel and in routing and scheduling calls and visitors. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO, President, Vice President and Senior Leadership's time and offices.
• Maintains a regular cadence of check in meetings with CEO/Visionary, President/Integrator, and Senior Leadership Team Members to proactively anticipate needs and provide administrative support.
• Proactively manages regularly occurring meetings and events on behalf of CEO/Visionary, President/Integrator, and Senior Leadership Team Members, such as but not limited to 121's, Quarterly Conversations, Offsites, Birthday & Anniversaries of direct reports, All Hands Meetings, and Expense Report Submissions. May attend division L10 meetings and offsites to provide administrative support such as documentation and on-site event support.
• Provides a bridge for smooth communication between the CEO, President, Vice President and Senior Leadership's offices and internal departments demonstrating leadership to maintain credibility, trust and support with management and team members.
• Conserves executives' time by reading, researching, and routing correspondence; drafting letters and complex documents; collecting, compiling, and analyzing information; and initiating communications.
• Works closely with CEO, President, and Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer", having a sense of the key issues taking place in the environment and keeping each updated. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/Visionary, President/Integrator and Senior Leadership Team, some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successfully completion, often with deadline pressures.
• Prepares standard and custom reports with information necessary for decision-making.
• Organizes all titles and ensures current, complete records are maintained in on-site company safe and/or company lockbox(es) off-site and are accessible when needed.
• As a key contributor to EOS, manages the Process Mapping Software and facilitates planning meetings to complete organizational Core Process Mapping. Manages licensee access.
• Serves as administrator and technology support for Bloomgrowth, Monday Board, and Sweet Process.
• Maintains team and customer confidence and protects organization and its operations by keeping information confidential.
• May represent the executive by attending meetings in the executive's absence, speaking for the executive.
• Produces information and communications by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
• Reviews drafted correspondence for grammar, content, conciseness and provides feedback on how message will be received.
• Coordinates all aspects of large corporate events; establishes and manages budget and resources.
• Provides historical reference by developing and utilizing records, filing and retrieval system; helps identify historical practices/precedents to support key decision making.
• Acts as sponsorship lead for the organization including decision making, budget establishment and management and community follow-up.
  • Creates and ensures Senior Leadership Team Member bios are updated for use externally and internally.
Critical Core Competencies and Skills:
  • Excellent interpersonal skills as well as verbal and written communication skill.

• Must be highly organized with strong ability to multi-task.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Able to assess competing demands and determine appropriate direction.
• Proven ability to learn quickly and adapt to changing environment; agile, flexible, and resilient.
• Ability to build relationships with stakeholders, including team, leadership, board members, and external partners, customers, and suppliers.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Strong emotional intelligence and emotional maturity.
• Highly resourceful team-player, with ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion.
• Demonstrates the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Minimum Education and Experience:
• Associates degree in Office Administration/Office Management or applicable field and 3+ years supporting C-level executive leadership or equivalent combination of education and experience.

Preferred Education and Experience:
• Bachelor's degree in Business, Communications, Public Relations or applicable field and 5+ years supporting multiple executive C-level leadership or equivalent combination of education and experience.

Licenses, Certifications and/or Registrations (note if Required or Preferred):
• NA

Equipment and Software Requirements:
• Advanced proficiency using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Position Location/Working Conditions/Equipment
• Office Environment
• Other W+F Facilities/Community Events
• Typically Standing at Desk
• Typically Standing or Walking
• Repetitive Wrist, Hand, or Finger Movement
• Occasional Lifting (40 lbs.)
• Office Equipment
• Vehicle

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