Senior Executive Support Specialist

2 weeks ago

Alpharetta, United States Southeast Concrete Systems, Inc. Full time

POSITION OVERVIEW

The Senior Executive Support Specialist offers high-level administrative assistance and organizational expertise to C-Level executives, ensuring the seamless flow of information and data as required. This role demands a proactive mindset, strong organizational skills, meticulous attention to detail, and the ability to adapt to the dynamic needs of a rapidly evolving organization. A collaborative spirit is essential, along with the capacity to represent the executives with professionalism and discretion while meeting all deadlines.

Your responsibilities will involve regular interactions with various external clients at the executive level, as well as internal managers and executives across different business sectors and subsidiary organizations. You will be expected to modify procedures and techniques to effectively complete tasks aligned with organizational objectives.

EXPERIENCE LEVEL: Experienced Professional

EMPLOYMENT TYPE: Full-time (on-site)

KEY RESPONSIBILITIES:

EXECUTIVE SUPPORT

  • Provide comprehensive administrative assistance to the CEO, President, and other senior leaders.
  • Act as a liaison with team members, ensuring effective and professional communication.
  • Develop a strong rapport with the CEO and President, understanding their daily priorities and challenges.
  • Represent the organization and its executives positively through excellent follow-through and sound judgment.
  • Coordinate scheduling for team meetings and support collaborative projects.
  • Handle confidential information with the utmost professionalism and discretion.
  • Manage sensitive issues with confidentiality, particularly those affecting company operations.
  • Assist with special projects and additional tasks as required.
  • Support the preparation of correspondence, presentations, and reports.
  • Oversee multiple email accounts for the CEO and other executives as necessary.
  • Follow up on outstanding topics and issues as appropriate.

SCHEDULING MANAGEMENT

  • Oversee multiple calendars, schedule meetings and appointments, and prioritize effectively to keep calendars current.
  • Monitor meeting requests, initiate meetings, reserve conference facilities, and coordinate catering services.
  • Assist in organizing high-profile events such as business dinners, board meetings, and team retreats.
  • Manage all aspects of visitor coordination for external guests.
  • Pre-register guests, book conference rooms, and arrange necessary catering and AV services for significant meetings.
  • Prepare and tidy conference rooms, including guest internet access and food & beverage arrangements.
  • Welcome guests, escort them to the conference room, and address any needs they may have.
  • Foster teamwork and maintain a robust professional network.
  • Facilitate regular leadership team meetings and quarterly business reviews, contributing to agenda planning.

TRAVEL ARRANGEMENTS

  • Initiate and coordinate travel plans based on executive calendars, preparing detailed itineraries.
  • Manage and submit expense reports, utilizing appropriate software tools.

OFFICE OPERATIONS

  • Serve as the point of contact for office management, coordinating communications and emergency protocols.
  • Support the onboarding and offboarding processes for employees in collaboration with HR partners.

ENGAGEMENT MANAGEMENT

  • Act as a resource for organizational policies and procedures.
  • Schedule and prioritize meetings to maximize executive engagement and achieve organizational objectives.
  • Collaborate with all team members to build strong relationships and ensure effective communication.
  • Assist in sending notices, tracking minutes, and supporting management with agenda items.
  • Create an annual calendar of meetings and timelines for the organization's fiscal year.
  • Prepare materials for Board and Committee meetings, ensuring accuracy and completeness.
  • Attend Board and Committee meetings, accurately recording minutes and distributing them as required.

SPECIAL PROJECTS AND TEAM SUPPORT

  • Provide executives with information and support to prepare for meetings, presentations, and events.

RELATIONSHIP MANAGEMENT

  • Serve as a confidential assistant to the CEO, President, and other senior executives as needed.
  • Build strong relationships with team members to foster a positive work environment and uphold company culture.
  • Develop and maintain relationships with key stakeholders to ensure timely communication for meetings and projects.
  • Collaborate closely with volunteers, leadership, and committees.

REQUIRED QUALIFICATIONS

  • 5-10+ years of experience in an Executive Assistant or similar administrative role.
  • Exceptional administrative and organizational skills, with the ability to exercise independent judgment and initiative.
  • Ability to perform with minimal supervision and general guidance on new assignments.
  • Experience in planning and leading strategic initiatives.
  • Highly skilled in managing executive calendars, expenses, travel, and event coordination.
  • Demonstrated success in working across organizational boundaries to support leaders.
  • Proven ability to anticipate the needs of senior executives, demonstrating attention to detail and managing multiple priorities.
  • Ability to handle sensitive and confidential information with discretion.
  • Must be flexible, organized, and detail-oriented while managing competing priorities.
  • Experience in selecting and managing outside consultants and auditors.
  • Participate in strategic decision-making related to initiatives and operational models.
  • Implement policies and procedures as directed by senior leadership.
  • Strong skills in PowerPoint, Excel, Word, SharePoint, and collaboration tools such as MS Teams.
  • Experience supporting internal communication initiatives is a plus.
  • A BS/BA degree (or equivalent) is preferred.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Employees are protected under Federal law from discrimination.

We are an Equal Opportunity Employer promoting diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender status, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state, or local law.

CULTURE INDEX

As part of our selection process, candidates will complete a personality profile survey with Culture Index. This survey is not a test; there are no right or wrong answers. It typically takes 10-12 minutes to complete.

COMPENSATION

Southeast Concrete Systems, Inc. offers competitive pay and benefits, an excellent work/life balance, a premier office environment, and a role that acknowledges and rewards entrepreneurial spirit.

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