Executive Assistant

Gordian Tennessee , IL 62374

Posted 3 weeks ago

Executive Assistant

Reports to: Company President

Location: Corporate - LaVergne, TN

SCOPE

Supports the president and his or her leadership team of multi-discipline executives. Accountable for complex administrative tasks and ensuring the smooth running of the team through the coordination of office activities and operations. This includes but is not limited to schedule management, travel coordination, office management, logistics support, event planning, and new hire support. This position is located at Hennessy headquarters in LaVergne, TN. This multi-purpose role is a challenging, evolving and rewarding position where each day is different.

ESSENTIAL FUNCTIONS

  • Directly support Hennessy president, including maintaining work calendars, schedule domestic and international travel for president, leadership team and key travelers, ensuring compliance with company policies and procedures. Manage expense reports and coordinate with AP/AR regarding processing invoices and payments.

  • Provide daily administrative support to president's leadership team including meeting and/or conference scheduling/management, facilitate department activities, order supplies, process purchase orders.

  • Coordinate and track budgets. Produce organization charts on a quarterly schedule or as needed.

  • Administer metrics reporting. Utilize information from various data systems, research material, and finance, to prepare monthly metrics and/or reports for executive events and correspondence (strategic planning presentations, etc.) and ad-hoc report requests.

  • Performs assigned projects requiring independent analytical thinking and judgment, client facing skills, and the ability to develop outstanding written communications.

  • Responsible for office management, including new employee office setup.

  • Manage and coordinate employee programs and events such as birthday/anniversary luncheons, employee gatherings, including ordering supplies and equipment, and facilitating requests and activities between departments and external vendors.

  • Provide administrative support to the internal communications function in the form of posting communication materials to the website (s), and other support required.

  • Manage other duties as assigned.

#LI-JE1

EDUCATION, SKILLS, AND EXPERIENCE

  • Associates degree required, or a combination of education and experience that demonstrates the required skills. Bachelors' degree preferred.

  • At least 5 years of experience in an administrative support role required. Minimum 2 years prior experience as an executive assistant to a president / CEO strongly preferred.

  • Demonstrated intermediate expertise in Microsoft Office suite, particularly Outlook, Excel, Word, PowerPoint. Advanced skills strongly preferred.

  • Exceptional written and oral communication skills to all levels of leadership required.

  • Excellent organizational skills to maintain a productive office environment required.

  • Strong attention to accuracy and details required.

  • Strong analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

  • High integrity, with the ability to handle sensitive and confidential material required.

  • Strong sense of urgency, ability to prioritize, commitment to exceptional customer service, and professional demeanor under deadlines required.

  • Ability to thrive in a fast changing, results-oriented, continuous improvement environment, required.

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Executive Assistant

Gordian