Executive Assistant
3 weeks ago
Hearst Service Center is seeking an experienced Executive Assistant/Facilities Coordinator to join our team in Charlotte, NC. This role requires a highly organized, responsive, and motivated individual who can provide exceptional support to our Vice President and Director of Financial Shared Services.
Key Responsibilities:- Provide executive support to the Vice President of Hearst Service Center
- Liaison for New York C-level executives traveling to Charlotte
- Responsible for the preparation of office-wide memorandums, corporate communications, and other office-wide correspondence
- Responsible for updating office-wide email distribution lists
- Calendar coordination, schedule and arrange conference calls and meetings, receive visitors, and provide all aspects of administrative support duties
- Coordinate special events, including 200+ participant holiday luncheons
- Meet with vendors to organize setup, agendas, hotel reservations, meeting space, meals, and other extracurricular activities
- Create and update lobby board communications
- Liaison between Toringdon Property Management and provide building information and communications
- Handle monthly payments for several office services on P-Card
- Reconcile monthly expense report for P-Card
- Promptly handle general maintenance requests, issues, repairs, housekeeping items, breakroom areas, and office furniture
- Work alongside Swiss Post employees for these office issues
- Coordinate staff moves, adds, and deletes, including workstation setups for department moves
- Update floor plans with new hires, terminations, and workstation moves and other assigned office space
- Create workstation signage with new hires, terminations, and workstation moves
- Responsible for security badge adds and deletes for employees and visitors
- Create tickets in Building Engines (Trinity Property Management ticketing system) for updating access cards for building access or any other office issue that Trinity Properties would manage
- Lead and coordinate quarterly fire drills
- Manage monthly employee and visitor parking permits
- Work with Strata Project Management (Amy Johnson, Partner) for office build-out items and/or repairs
- Coordinate Vaccination clinic in office for flu shots in the fall
- High School diploma/equivalent
- BA/BS degree a plus
- 2+ years' executive administrative experience
- Proficient with Microsoft 365 (Word, Excel, PowerPoint), SharePoint, Concur, and Oracle
- Excellent written and verbal skills
- Ability to maintain sensitive information
- Ability to learn internal badging system software, Signage Live, and Soda Click messaging software
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