Executive Assistant to COO

Van Marcke Trade Supply has been committed to supplying quality plumbing and hardware materials for over 50 years in Phoenix, Casa Grande, Tucson, Las Vegas, and Dallas markets. We are a family-owned Belgium company that is passionate about the success of our customers and our team.

Job Summary:

The Executive Assistant role provides specialized administrative support and assistance to the Chief Operating Officer (COO). Other responsibilities include administrative support to senior staff by conducting research, preparing correspondence, receiving visitors, arranging conference calls and scheduling executive meetings.

The Executive Assistant manages multiple priorities, uses discretion when handling sensitive or confidential information, and has the experience and skill to exercise a significant degree of independence with accountability for results.

Executive Assistant/ Administrative Duties

Provide support and assistance to COO and executive staff
Anticipate the needs of the COO; implement administrative processes that improve the COO's efficiency and that of the overall executive team
Manage COO's calendar e.g., schedule meetings with staff or set up and maintain travel
Draft communications, memos, invoices, reports, etc. and arrange for conference rooms
Respond to requests, phone calls and correspondence
Schedule and attend meetings on behalf of executives and other employees; take notes and record minutes
Receive incoming communications including emails on behalf of COO. Review content, determine importance, and summarize and/or distribute to appropriate staff
Set up and maintain COO travel arrangements
Monday morning meetings; review previous week and preview upcoming week
Coordinate workflow to ensure executive staff activities e.g., goals, objectives, projects, and timelines are on track for completion
Coordinate with executive staff to ensure timely submission of materials for COO review
Support creation of presentations and background information for VMTS meetings
Manage logistics for key meetings, including IT, meeting location, and lodging

Workplace Culture

Model Van Marcke values and commitment to delivering quality services to our customers
Contribute to a diverse and inclusive work environment where team members experience a sense of belonging and purpose
Learn, grow, and work together in support of global customer and employee success

Education and Experience

Bachelor's degree in Business Administration or related field preferred
6+ years of increasingly challenging administrative/office experience
2+ years of experience as a senior level administrative assistant
Strong proficiency with MS Office; advanced Excel skills, experience in V-lookups and pivot tables strongly preferred
Type a minimum of 50 words per minute
Conveys a professional approach, demonstrates honesty, integrity and respect
Working knowledge of wholesale, retail or manufacturing industries is a plus
Some travel required

Knowledge And Skills

Demonstrated success in a senior level administrative position
Extensive knowledge of office administration, clerical procedures, recordkeeping systems, and relevant business processes
Highly proficient in Microsoft Office Suite, advanced knowledge of Excel and Power Point
Excellent listening, verbal, and written communication skills
Excellent organizing and planning skills, ability to manage multiple projects and priorities
Strong time management skills resulting in consistently achieved milestones
Detailed with high degree of accuracy
Experience using SAP is a plus
Contributions productively in a high-paced and at times stressful environment
Excellent customer service skills, enthusiastic about working for Van Marcke Trade Supply and a passion for working with internal and external customers
Works both independently and collaborates as part of a team; involves others in decision making process when necessary
Flexible and open to new ideas and responsibilities, handles pressure, adjusts to changing needs

Physical Requirements And Working Conditions

Regular computer use throughout the day, ability to sit for lengthy periods of time
Ability to stand, walk, reach with hands/arms; balance, stoop or kneel
Lift/push/pul…