Executive Administrative Assistant

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Groveport, OH, US

2 days ago Requisition

Salary Range: $95,000.00 To $ Annually

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Imagine...working for a company that knows that its people are the key to its success in the marketplace. A company in which achieving extraordinary results while having stimulating work experience are part of the same process.

We cultivate and embrace a diverse employee population. We recognize that people with diverse backgrounds, experiences and perspectives fuel our growth and enrich our global culture. We are looking for an individual who enjoys working in a fast-paced, team-oriented environment, likes to be challenged, and values the opportunity to make a difference.

We are seeking an Executive Administrative Assistant in Groveport, Ohio. Reporting to the President & CEO, the Executive Administrative Assistant provides comprehensive administrative leadership directly to the President and CEO, along with the other 8 senior executives on the Executive Leadership Team (ELT). This role serves primarily to coordinate and drive effective and efficient communication amongst the leadership team, but also to support the ELT administratively by scheduling and coordinating weekly, monthly and quarterly meetings, organizing and optimizing travel calendars and updating key documents and presentations.

The individual serves as the initial point of contact between the ELT and both internal and external constituents.

The successful candidate must be comfortable managing multiple priorities, navigating ever changing schedules, distinguishing between urgent and important matters and ensuring that important commitments do not fall through the cracks.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Executive Leadership Team Calendar Management and Meeting Coordination

• Coordinate complex calendars and scheduling across 9 executives and their functional groups
• Prioritize meetings based on business importance, urgency and executive availability
• Anticipate scheduling conflicts and proactively recommend solutions
• Coordinate internal and external meetings involving the parent company, customers, suppliers, business partners and other stakeholders. These include recurring executive leadership meetings, operating reviews, strategic planning sessions and other key leadership meetings.
• Protect executive time by appropriately managing meeting requests and competing priorities
• Build appropriate preparation and travel time into executive calendars
• Develop and distribute agendas and supporting materials in advance of meetings
• Ensure meeting rooms, technology, virtual meeting links, meals and other logistics are properly arranged
• Capture key decisions, action items, owners and due dates when requested
• Help executives stay ahead of deadlines, deliverables and upcoming decisions

Travel & Event Coordination

• Coordinate ELT travel including flights, hotels, transportation and meeting logistics
• Coordinate executive dinners, leadership events, customer visits, off-site meetings and other special events
• Assist executives with expense reporting and reconciliation as requested

Administrative & Communication

• Communicate confidently and professionally with senior leaders, customers, suppliers and external stakeholders
• Handle highly sensitive business and personnel information with exceptional judgment, confidentiality and discretion
• Anticipate what executives will need rather than waiting to be asked
• Serve as a professional point of contact for the executive leadership team
• Remains composed when schedules, priorities or circumstances frequently change
• Prepare and assist with correspondence, presentations, reports, meeting materials and other executive communications, and ensure confidentiality
• Help ensure relevant information reaches the appropriate executives in a timely manner
• Coordinate office visitors and executive guests

Special Projects

• Provide administrative support for strategic initiatives and special projects
• Conduct basic research and assemble information for executive review
• Support company events as needed
• Take ownership of administrative projects from assignment through completion
• Other duties as assigned.

QUALIFICATIONS:

• Bachelor's Degree in Business, Communications, or related field, and at least five years of administrative or executive support experience, preferably…