Executive Assistant - Manhattan, KS

## Executive Assistant - Manhattan, KSApplylocations:
Manhattan, KS - JPtime type:
Full time posted on:
Posted Yesterday job requisition :
JR853##
** People love to work here, plain and simple.**## ## ## It’s easy to
* love* your job when you’re surrounded by driven, passionate leaders. We show up every day and give it our all; not because we have to, but because we want to.## ##
** POSITION SUMMARY
** Provides support to the Regional Leaders, Market Leaders, and/or Operations leaders. Coordinates scheduling and calendar management, meetings and events, handles private and confidential information, produces accurate work under deadlines and adapts to a rapid change in pace.
** PRIMARY RESPONSIBILITIES
**** Schedule Management
*** Provides leadership with proactive management of scheduling.
* Analyzes and prioritizes meeting requests and incoming mail.
* Looks ahead to determine potential schedule conflicts or necessary adjustments.
* Prepares materials needed for appointments and other scheduled events.
* Arranges itineraries for travel with airlines, hotels, ground transportation and is available during travel times to quickly address any last-minute changes, modifications, or cancellations.
** Meetings and Events
*** Plans and coordinates meetings and events by reserving and setting up locations/rooms, coordinating catering and clean up, and ensuring all details are covered.
* Proactively prepares agendas for internal and external meetings, as well as provide regular updates of upcoming events and commitments.
* Follows up on action items following meetings.
* Attends meetings as requested, takes notes/minutes and distributes meeting minutes, agendas, and relevant documents.
* Assists with planning and coordination of venue, catering, audio visual and other details for Regional meetings.
* Plans and coordinates regional events including annual holiday party and other internal or external events and ensures support and involvement with all corporate initiatives.
** Communication, Facilities, and Fleet Management
*** Composes letters and e-mails on behalf of executives.
* Writes and sends general updates to all associates by e-mail.
* Coordinates office maintenance.
* Monitors service quality of vendors and addresses issues as necessary.
* Reviews and approves invoices for vendor services.
* Manages usage of company vehicles and fleet vehicle calendars.
* Ensures proper insurance and registration are up to date on all vehicles.
* Schedules upkeep and maintenance of fleet vehicles.
** Community Engagement and Business Development Support
*** Coordinates requests for donations and sponsor ships by gathering, tracking, submitting to the region for approval, and notifying each requestor of determination.
* Processes payments for donations and sponsor ships.
* Ensures appropriate representation at fundraisers, galas, luncheons, and other sponsored events by managing invitations to appropriate associates, clients, partners, or other guests; or assigns a champion to handle.
* Updates the Internal Communication PowerPoint and SharePoint for regional office.
* Supports Marketing and Business Development as needed.
* Performs project specific research.
* Enters lead updates, opportunities, accounts, and contacts into the customer management system.
** First Impressions and Reception
*** Supports the Receptionist function by greeting visitors and ensures they are welcomed and escorted to the right area or person.
* Opens, sorts, and distributes mail. Receives incoming packages and notifies recipient of its arrival in a timely manner. Sends mail/packages through a variety of channels.
* Coordinates room reservations or conflicts, keeps office organized, and improves office processes.
* Researches vendors, purchases and maintains supplies, including office supplies, coffee and beverage, kitchen supplies, mailroom supplies, and other tools and resources needed for the office.
* Represents the company in a professional manner.
** Other
* ** Manages confidential and critical information.
* Tracks expenses for leaders supported; processes and submits receipts accurately and on schedule.
* Updates and tracks monthly expenses for the Regional Office
* Maintains records of Regional Leader’s external memberships.
* Provides additional professional support as needed or requested by Regional Leader or other Senior Leaders.
* Acts as Notary Public for Regional Office needs.
** MINIMUM QUALIFICATIONS
*** 3+ years of experience in high-level administrative support.
* Proficiency in Microsoft Office computer applications.
** WORKING CONDITIONS
** The position requires work in an office environment.

Note:

This job description reflects a summary of the job and does not prescribe or restrict the responsibilities that may be assigned. The job description is subject to change at any time.
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