Executive Assistant

Job Description

Job Summary The Executive Assistant (EA) provides high-level administrative support to member(s) of the executive team. Manage the Executive’s time and promotes the company’s image by representing the executive(s) internally and externally; acting as the primary liaison between the executive(s), key leadership, and Associates.

The EA will play a critical role in supporting executive(s) in their day-to-day activities, enabling them to focus on strategic priorities and decision-making. We are seeking someone to serve as a trusted partner and gatekeeper, ensuring the smooth operation of the executive's office and contributing to the overall success of the organization.

The EA must be creative and enjoy working within an entrepreneurial environment that is mission and results driven. The ideal individual will have the ability to exercise good judgment in a variety of situations. EA will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 

Responsibilities

· Represents the Executive team by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions

· Calendar Management

o Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

o Manage the executive's schedule, including scheduling meetings, appointments, and travel arrangements. They coordinate with internal and external stakeholders to ensure the executive's time is optimized and commitments are met.

· Communication

o Helps key leaders make consistent decisions by advising them of historical precedents; serving as liaison. 

o Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive(s) ability to effectively lead the company.

o Act as a primary point of contact for the executive, screening and prioritizing phone calls, emails, and other correspondence. They may draft and respond to emails on behalf of the executive and handle inquiries in a professional and timely manner.

· Administrative Support

o Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings 

o Manage expense reporting, credit card processing and reconciliation using manual methods and Concur

o Serve as a liaison with The Raymond Corporation and all other Raymond Dealers 

· Meeting Coordination

o Coordinate and organize meetings, including scheduling, sending out agendas, booking meeting rooms, and arranging necessary materials or resources. During meetings, they may take notes, record minutes, and follow up on action items.

o Assist with Associate recognition responsibilities

· Travel Arrangements

o Arranges travel by developing itineraries and agendas; booking other transportation; arranging lodging and meeting accommodations. 

· Enhances company’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. 

· Handle sensitive and confidential information with the utmost discretion and confidentiality. They may be privy to confidential discussions, documents, and decisions and must always maintain confidentiality.

· Assist other functions of within the Company when needed.

Requirements

All potential hiresare subject to pre-employment checks which include but are not limited to background checks, drug screenings, and motor vehicle record checks.

· College degree or equivalent experience preferred

· 1-3+ years minimum experience working as an Executive Assistant

· Must be proficient in Microsoft Office products, specifically Excel, Word, PowerPoint, and Outlook 

· Excellent communication skills including verbal, written and listening; ability to communicate effectively with variety of people including management and co-workers 

· Results Driven: strong organizational skills and self-structure, ability to manage priorities and multiple tasks, and meet deadlines 

· Detail oriented with exceptional follow-through skills 

· Ability to draw upon available resources within the company

· Strong team player; desire to help others achieve goals 

· Excellent customer service attitude and skills, commitment to quality and strong work ethic 

· Able to understand and follow verbal and /or demonstrated instructions 

· Ability to maintain high level of confidentiality and professionalism 

Benefits of Joining the Team

Benefits Built For YOU At Carolina Handling, taking care of Associates is our utmost priority. We are pleased to offer a comprehensive benefit program to protect your health, your family, and your way of life.

Health Benefits:

Medical, Dental and Vision Insurance, Prescription Drug Plan.

Financial and Tax-Saving Benefits:

Company-paid Disability, Life and AD&D Insurance; 401(k) plan with company match and profit sharing; Flexible Spending Accounts, Health Savings Account, and Dependent Care Account.

Additional Benefits:

Critical Illness, Legal Services, Identity Theft Protection, and Pet Insurance.

Company Benefits:

Paid Time Off, Employee Assistance Program, Tuition Reimbursement, Milestone & Anniversary Gifts, Philanthropy/ Corporate Contributions, Associate Giving Fund, and Discount Programs.

Comprehensive Perks Package Including:

· Technology and Home Office Setup: This includes a laptop, dual monitors, a docking station, and a wireless keyboard and mouse.

· Flexible Work Arrangements: This includes remote work options and flexible scheduling.

· Professional Development Opportunities: This includes training programs and tuition reimbursement for further education or certifications.

· Career Growth and Advancement: With opportunities for internal mobility, mentorship programs, and leadership development initiatives, you can take your career to the next level with us.

· Company-sponsored social events and team-building activities.

· Employee recognition program

Physical Requirements & Working Conditions

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job unless it causes undue hardship.

This position is classified as sedentary work, which requires the ability to remain stationary for extended periods while occasionally moving within the office to complete tasks. Physical demands include the ability to frequently lift and/or move objects weighing up to 10 pounds and occasionally up to 25 pounds. Manual dexterity is necessary for computer operation, writing, and handling materials. Clear articulation and voice control are essential for effective communication with both internal and external customers via telephone. Specific vision abilities essential for this role include close vision, peripheral vision, and the ability to adjust focus.

While the role involves regular interaction with internal and external customers in a dynamic office environment, occasional exposure to shop environments and associated hazards may occur. The individual must effectively manage tight deadlines, shifting priorities, and a high volume of information flow while maintaining professionalism. Additionally, handling sensitive and confidential information is part of the job. Standard office equipment such as laptops and smartphones are regularly utilized, and noise levels typically range from low to moderate.

Travel Requirements: Travel up to 15% at times in the southeast (SC, NC, GA, AL)

This job description is intended to outline the general nature and level of work being performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel. Management reserves the right to modify, add, or remove duties as necessary to meet business needs. This job description does not create a contract of employment between the company and the employee.

Don’t meet every requirement? Studies have shown that women, communities of color and historically underrepresented talent are less likely to apply to jobs unless they meet every single qualification. At Carolina Handling to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply. You may be just the right candidate for this or other roles

Requirements

A Bachelor's Degree is preferred. Six or more years of related experience is required.

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