Executive Assistant

The Executive Administrative Assistant acts as a central communications resource for disseminating information on behalf of the CEO/COO. This individual is also responsible for planning and implementing special projects and events, scheduling appointments and travel arrangements, along with correspondence and file management.

The incumbent in this position is expected to model the following practices on a daily basis: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions:

• Models, promotes, reinforces, and rewards the consistent use of HOLT's Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission.
• Plan, organize, coordinate and implement daily work and special projects/events as assigned by the CEO/COO in order to increase the effectiveness of the CEO/COO.
• Schedule, coordinate, communicate and verify all calendar appointments and travel plans for the CEO/COO in order to optimize and prioritize his time and availability.
• Compile, process, verify and distribute all written and verbal communications and correspondence for the CEO/COO so that key information is provided in a clear, accurate and timely manner to all affected stakeholders.
• Classify, monitor and maintain file records for the CEO/COO so that records and correspondence are easily retrieved and available for future reference and use.
• Establish and maintain positive working relationships with all internal and external stakeholders in order to produce effective outcomes for the CEO/COO and align with the core business values.
• Greets all guests, employees and visitors with a positive attitude using Legendary Customer Service
• Issues visitor badges and maintain visitor, vendor, and office supply logs.
• Notifies employees when visitors or deliveries arrive.
• Sets up refreshments in conference & break rooms while ensuring front desk, lobby, breakroom, and meeting rooms are clean and clutter free.

Knowledge, Skills, and Abilities:

• Strong finance knowledge and/or experience
• Knowledge of and experience with finance and accounting
• Excellent communication and interpersonal skills to establish working relationships with multiple departments and various levels of the organization
• Excellent verbal, written, communication, and presentation skills
• Exceptional organizational, self-management, time management, and multitasking skills
• Ability to work on multiple projects and deal effectively with employees and management
• Ability to think logically while interpreting and analyzing problems assigned or encountered
• Ability to identify complex problems and to review related information to develop and evaluate options and implement solutions
• Ability to work independently as well as a part of a diversified team
• Ability to understand and use business systems and accounting software as well as interpret financial statements and credit reports.
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards.
• Performs other duties assigned.

Education and Experience:

• Bachelor's Degree in one of the following fields: Finance, Accounting, or Information Systems
• Job relevant experience preferred
• Valid driver's license

Supervisory Responsibilities:

• None

Travel:

• 10- 20%, to include overnight stays, is to be expected

Physical Requirements:

• This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.
• This role frequently communicates with others, must be able to exchange accurate information in these situations
• This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
• Occasionally lifts and moves materials and equipment up to 25 lbs.

Work Environment:

• Works primarily in an office environment
• Frequently works at fast pace with unscheduled interruptions

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

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