Executive Assistant

5 days ago

Westborough, United States EG America Full time
Description:
Are you curious about solving complex business challenges for a leading convenience retailer? Do you have a passion for cross functional collaboration? Then you may be the perfect addition to our team

EG America is one of the fastest-growing convenience store retailers in the United States, committed to becoming America's #1 'one-stop' destination. The business has an established pedigree of delivering excellent fuel, grocery and merchandise, and food service. Headquartered in Westborough, Massachusetts, our Company has grown to over 1,500+ locations across the United States employing over 18,000 team members. You can find us operating under the following store banners: Certified Oil, Cumberland Farms, Fastrac, Kwik Shop, Loaf N Jug, Minit Mart, Sprint Food Stores, Tom Thumb, Turkey Hill, and Quik Stop. Our headquarters in Westborough, MA is home to our Store Support Center, Company Warehouse, and Culinary Center.

What We Offer:
  • Competitive Wages
  • Work today, get paid tomorrow through our earned wage access program*
  • Paid Time Off
  • Medical/Health/Dental Coverage
  • 401K with Company Match
  • Team Member Discounts
  • Tuition Reimbursement
  • Employee Assistance Program
  • Health Savings Account
  • Company Spirit Days
  • Employee recognition and awards
  • And much more


Position Summary:

The Executive Assistant will be supporting the c-suite in all day-to-day scheduling/calendar management, drafting correspondence, meeting preparation and maintaining/organizing all confidential files. The remaining time will be spent supporting all members of the department by assisting on projects and department initiatives, tracking projects using Excel, and researching and collecting documents for various projects. This position is critical to the success of remaining on track with department goals and meeting project deadlines within the department

Responsibilities:

1. Proactive calendar management for executive's calendar and contacts

2. Act as the liaison between the c-suite and the Managers for scheduling meetings with internal and external attendees

3. Type and distribute meeting notes and draft letters, mail, and email correspondence

4. Arrange travel, answer phones and take and relay voice mail and email messages

5. Prepare and maintain expense reports, including coding, providing receipts

6. Assist with On-boarding employees, receiving laptops, software, etc.

7. Managing supplies

8. Invoice coding

9. Create/Maintain Team Organization Charts

10. Organize, coordinate and budget for departmental outings/events

11. Assist with budget activities and meeting scheduling

12. Expenses, travel, filing, presentation preparation and copying, as needed

13. Preparation of Quarterly Board of Directors material

14. Provide back up to other Executive Assistants, when needed

15. Meeting coordination and support department communications

16. Develop and manage Excel spreadsheets for tracking projects (including graphics, pivot tables and formulas)

17. Support the teams through research and documentation collection for projects

18. Create and revise PowerPoint presentations with graphics and animation

19. Run monthly departmental expense reports

20. Attend and assist with preparation for internal meetings

Working Relationships:

All internal departments. External relationships include Banks, Auditors and Vendors for facilitation of meetings.

Requirements:
Minimum Education:

Associate's Degree

Preferred Education:

Bachelor's Degree

Minimum Experience:

5 years of Executive Assistant experience

Preferred Experience:

Customer service experience a plus.

Licenses/Certifications: N/A

Soft Skills:

Ability to communicate effectively with employees, customers and clients. Proven self-starter and problem-solver with a high attention to detail. Must be proactive and exhibit a calm, pleasant, and professional demeanor. Excellent organizational, time management, and project management skills. Excellent verbal and written communication skills. Must establish a wide range of productive working relationships across the organization and with the other executive assistants. Highly proficient in Microsoft Office tools, including Outlook, Word, Excel and Power Point. Adobe Acrobat experience a plus. Concur experience a plus.

Other:

Travel: 0-5%

Hours & Conditions: Full-time. Typical hours are 8:00AM-5:00PM

Physical Requirements: Ability to maneuver and regularly lift and or move up to 10 pounds, frequently lift and/or move up to 25 pounds.

Additional Info:
At EG America, it's important that our employees reflect the world we live in and the communities we serve. We celebrate our differences, so your unique background and skillset could bring a wonderful new perspective to our team. If you have a passion for delivering exceptional results, thrive in a fast-paced corporate environment, and bring experience in business management or related areas, we'd love to meet you - even if you don't meet every single requirement.

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