SUMMARY: As an Executive Assistant/Travel & Events, your primary mission is to proactively enhance the lives of the executives. By closely collaborating with the CEO and CFO, your responsibilities encompass critical areas that contribute to their efficiency and success; this will include scheduling and calendar support, travel planning (domestic & international), meeting preparation, event planning & preparation, office management, note-taking, and meeting summaries, as well as offering general administrative support for our executive team.

DUTIES AND RESPONSIBILITIES:

Right Hand to the Executive Team:

• Be ready and willing to support and assist with any tasks the executive team is handling.

Travel Coordination:

• Work closely with employees to determine their travel needs and preferences.
• Plan and coordinate all aspects of domestic and international travel, including flights, accommodations, and ground transportation.
• Ensure travelers have necessary documentation (e.g., passports, visas, vaccinations) before their trips.
• Resolve any travel-related issues, such as delays or itinerary changes.
• Communicate with vendors (airlines, hotels) to arrange special services for clients.

Financial Management:

• Reconcile travel expenses through tools like Concur.
• Track expenditures and generate reports on travel spending.
• Ensure compliance with legal requirements for travel arrangements.

Customer Incentive Trips and Events:

• Plan and execute customer incentive trips and events.

Weekly Schedules and High-Priority Projects:

• Organize and run weekly schedules for the executive team to keep them in sync on high-priority projects.

Meeting Preparation and Note-Taking:

• Help the executive team be properly prepared, organized, and on time for all meetings.
• Assist with scheduling meetings across multiple stakeholders.
• Support leadership meetings by taking notes and distributing minutes and action items.

Administrative Support and Organization:

• Provide administrative support by organizing electronic and scanned paper documents.
• Proactively create and implement processes/systems to keep the leadership team running efficiently.

Office Events and Culture:

• Plan office events, parties, and team meetings to foster a positive work culture.

QUALIFICATIONS:

• 5+ Years in a similar role supporting executives for a mid-size company
• Prioritization and Organization is your superpower
• Self-Motivated with foresight to recognize the team’s needs without being told.
• Flexible and Adaptable, as situations and needs may shift quickly and often.
• Highly organized and detail oriented.
• Quick study, eager to learn and asks lots of questions.
• Willing to support any need of the team, no matter how big or small.
• Ability to keep company and personal information confidential.
• Ability to manage complex, high-pressure situations with decorum and diplomacy
• Must be proficient in Microsoft Office (Outlook, Word and Excel required), Ability and willingness to learn various other programs (OneNote is a Plus).
• Experience working with EOS (Entrepreneurial Operating System) is a major Plus!
• Personality to work hard but have fun!

COMPETENCIES:

• Judgement - Must display willingness to make decisions and exhibit sound and accurate judgment within policies and delegation of authority; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.