Executive Staff Assistant

Position Summary

Acts as primary administrative support for the Executive Staff managing day-to-day operations such as calendar maintenance, incoming call management, travel arrangements, expense reporting, event organization; owns and organizes the Executive Leadership Team calendar representing the Company’s Management System. Will work extensively with entire Executive Staff on tactical and strategic topics. Exercises exceptional discretion with confidential business, personnel, and governance information. Will interact with both customers and Board Members.

Will act as gatekeeper for access to executive staff.

• Advance and drive enterprise execution discipline.
• Deploy and maintain the management system that supports operational excellence.
• Enable CEO and Executive Staff effectiveness.
• Ensure tactical day-to-day delivery of corporate activities.

• Support day-to-day execution of corporate activities.
• Front line communication via email and phone.
• General office duties to include record keeping, document creation, supply ordering.
• Support active calendar maintenance for the Executive Staff.
• Manage visitors to Executive Staff.
• Maintain proficiency with executive productivity tools (Microsoft 365, Teams, SharePoint/HUB) and drive adoption of digital workflows across the executive office.

• Support travel arrangements while developing team use of corporate travel app.
• Support expense reporting while developing team use of corporate expense reporting app.
• Ensure travel is coordinated for Executive Staff during group events (e.g. Board Meetings, Industry Events).
• Support international travel with understanding of travel visas and passport concerns as well as coordination with international customers.
• Interface with the organization to request and schedule use of AirWF.
• Manage WF Vehicle Fleet.

• Support development of plan for various events (e.g. Townhalls, BoD Meetings, Ops Reviews).
• Support interface with Industry Events (e.g. AFS Leadership Meeting, Cast Expo, GIFA).
• Support events with catering and venue set up.

• Ensure Management System Meetings are clearly identified on appropriate calendars and scheduled in appropriate rooms.
• Ensure the Management System Meeting Charters are up to date and available.
• Resolve any scheduling conflicts to ensure all required meetings are held.

• Ensure Executive Staff is on track with key communication (e.g. monthly communications, HUB postings, anniversary cards).
• Assist in communicating from organization to Executive Staff by establishing meeting/appointment request agendas.
• Preload pertinent documents to Executive Staff prior to any meetings to ensure effective use of time.

• Smooth running office with meetings set and delivered.
• Calendar disruptions identified and resolved on timely basis.
• Clear communications with organization on expectations for meeting with Executive Staff.
• Well organized and smooth delivery of internal (BoD, Customer) and external (AFS, GIFA).

• 10+ years of managing/interacting with an Executive Staff.
• Preferred experience in manufacturing or multi-site operations.
• Proven track record of driving organization-wide execution.
• Prior experience working closely with a CEO or senior executive team.

• Managing high energy and fast paced group with heavy demand on organization.
• Rapid adoption in face of changes to ensure continued best use of executive staff time.
• Firm expectations of both Executive Staff and team members accessing executive staff.
• Mastery of calendar management and rapid communication.
• Preferred Notary.
• High ownership and accountability.
• Structured, disciplined, and detail oriented.
• Strong judgment and decision-making capability.
• Credibility and presence with senior leaders.
• Resilient, adaptable, and comfortable in ambiguity.

• Reports to:
  
  CEO.
• Has strong reporting lines to broader Executive Staff.

• Infrequent travel to sites (