Executive Administrative Assistant

PlayCore
United States, Tennessee, Chattanooga
544 Chestnut Street (Show on map)
Sep 10, 2024
Job Details Job Location Corporate Office - Chattanooga, TN Position Type Full Time Travel Percentage Up to 25% Job Category Admin - Clerical Description Summary Provide administrative management and support to Group President, Manages effective scheduling and travel arrangements for Group President, other team members & guests as needed. Qualifications Essential Duties and Responsibilities Research data from published and on-line sources that can be shaped into proposals, reports, and other supportive materials. Generate analyses and create proposals, reports, and other supportive materials. Prepare key documents and presentations for a variety of audiences. Maintain effective documentation systems for corporate contracts, initiatives, and certifications. Manage AFP, budgetary, expense, invoice, etc. processes for the Business Unit. Manage administrative needs of departmental events. Maintain confidential/sensitive information. Manage schedule and travel arrangements for Group President, team members, consultants, and professional affiliations as indicated. Provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc. Generate analyses and create proposals, reports, and other supportive materials. Prepare key documents (including strategic plans), presentations, and correspondence for a variety of audiences. Prepare outbound communications and correspondence on behalf of the Group President and departmental initiatives (letters, newsletters, holiday cards, etc.). Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.). Manage departmental contracts and maintain effective documentation systems for corporate contracts. Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, etc.). Manage and support ongoing departmental reports including 100 day plans, monthly departmental overview reports, board reports, annual outcomes report, etc. Manage AFE and budgetary processes for the Business Unit. Manage timely expense reports and invoices/payments for the department. Manage special events (senior manager training event, business lunches, dinners, webinars, sales meetings, team 1 retreats, etc.). Support trade shows through calendar coordination, travel, shipping, ordering, management of trade show leads (compile, document, disseminate, follow-up, etc.). Manage departmental supplies, mail, copier services, shirts, gifts/cards/flowers, reference books/materials, etc. and manage departmental shipping needs. Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated. Provide back-up support for front desk/receptionist and office manager as indicated. Manage/Support departmental interns as indicated. Assume additional responsibilities as assigned by the Group President. Handle email and postal mail inquiries and respond appropriately. Handle reasonable personal errands & tasks for the Group President & other direct reports. Assume additional responsibilities as assigned by the Group President. Competencies Analytical Decision-Making Communication Learning & Development Planning & Organizing Professionalism & Integrity Risk-Taking/Creative Thinking Teamwork & Relationship-Building Results Orientation Education and/or Experience Minimum of 5 years executive administrative assistance experience required. Ability to lift and transfer supplies and materials required. Experience working with sales and marketing and/or new business development preferred. Travel Less than 25% Computer Skills Demonstrated proficiency with MS Excel, Word, PowerPoint and Access. Other Requirements Minimum of 5 years executive administrative assistance experience required. Ability to lift and transfer supplies and materials required. Experience working with sales and marketing and/or new business development preferred. Other Skills Self-directed - takes initiative and anticipates needs High energy / Bias towards action / Learner Excellent verbal & written communication skills Ability to generate and edit documents and materials for accuracy Demonstrated ability to represent the company in a professional manner Excellent interpersonal skills with proven ability to collaborate and function as an effective team member Ability to generate effective correspondence and presentations for a variety of audiences Excellent computer skills (Excel, Word, PowerPoint, Microsoft Outlook, etc.) Excellent documentation and analysis skills with attention to detail Ability to manage multiple tasks and conflicting deadlines in a timely manner Ability to collaborate effectively with a variety of internal and external stakeholders Demonstrate flexibility in the face of change Resourceful, strategic problem-solving ability Display proficiency using standard office equipment such as a computer, fax, Photocopier, Scanner, Etc. Organization, time management & prioritization skills to complete a high volume of varied responsibilities in a fast-paced setting