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 preferred6+ years of increasingly challenging administrative/office experience2+ 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

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