Executive Assistant
il y a 5 jours
Auburn
The Executive Assistant provides comprehensive administrative, organizational, and operational support across the enterprise, with primary executive support to the President/CEO and functional alignment with the VP of Culture, Learning & Development. This role is responsible for ensuring smooth daily operations of the corporate office, coordinating executive activities, and supporting compliance, records management, office services, and cross-functional administrative needs. The Executive Assistant serves as a key point of coordination for internal teams, external partners, and visitors, while maintaining professionalism, confidentiality, and operational efficiency. Principle Duties and Responsibilities: Executive & Leadership Support • Maintain and coordinate the President/CEO’s calendar, meetings, and scheduling priorities, • Organize and support executive and Board meetings, including agendas, materials, room setup, and catering, • Coordinate executive communications, correspondence, and document preparation, • Organize, maintain, and update customer, competitor, and executive files, • Coordinate meeting logistics including rooms, refreshments, catering, and post-meeting cleanup, • Answer and route incoming calls; greet visitors and direct them appropriately, • Monitor front desk activity, deliveries, and package distribution, • Order and manage office, kitchen, and mailing supplies, • Maintain general office organization, conference rooms, and common areas, • Open, sort, scan, and distribute incoming mail; prepare outgoing and certified mail, • Prepare and process NDAs, legal forms, credit applications, and compliance documents, • Coordinate legal billing approvals and routing to Accounts Payable, • Maintain corporate records, entity filings, licenses, and regulatory documentation for all subsidiaries, • Prepare annual and biennial filings including business entity reports, tax exemption forms, DOT filings, and related documentation, • Organize and maintain both digital (SharePoint) and physical corporate files, • Coordinate pool and company vehicle usage, documentation, mileage tracking, and renewals, • Process new vehicle registrations, titles, plates, and compliance documentation, • Maintain passport records, monitor expiration dates, and assist with renewals, • Coordinate routine vendors and service providers (office services, shredding, uniforms, equipment, etc.), • Sign and review routine vendor documentation as authorized, • Assist with special projects and cross-functional administrative initiatives, • Support Culture, Learning & Development activities as requested, • Perform other duties as assigned to support organizational effectiveness Knowledge, Skills, and Abilities • Strong organizational and time-management skills with high attention to detail, • Excellent written and verbal communication skills, • Ability to handle confidential information with discretion and professionalism, • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and document management systems, • Strong interpersonal skills with the ability to interact effectively across all levels of the organization, • Ability to manage multiple priorities in a fast-paced environment Education and Experience Requirements: • High school diploma required; additional education preferred, • Minimum of 5 years of experience in an executive assistant or professional administrative role