Executive Assistant

Executive Assistant

Position Overview:

We are a family company focusing on Beverage Distribution, Insurance, Healthcare, Real Estate, Ranching, and Gambling. Our Mission is to provide the best service to our customers, fully support our community, be the trusted source of knowledge for our industry, and provide an ideal place of employment. We are seeking a highly organized, proactive, and efficient Executive Assistant to provide comprehensive administrative support to our Board of Directors, comprised of five family members, which oversees and operates within our multiple companies. The ideal candidate will have a proven track record of managing complex schedules, coordinating high-level meetings, and maintaining confidential information with the utmost professionalism.

Job Summary: As the Executive Assistant to the board, you will play a pivotal role in facilitating the smooth operations of our executive team. Your responsibilities will encompass a wide range of administrative tasks, from calendar management and meeting coordination to communication with internal and external stakeholders. Your attention to detail, discretion, and ability to thrive in a fast-paced environment will be key to your success in this role.

Responsibilities:

Schedule and Calendar Management: Calendar and Schedule Management: Efficiently manage and organize the executive team’s calendars, ensuring optimal time allocation for meetings, appointments, and other commitments.

Meeting Coordination: Coordinate and schedule meetings, including preparing agendas, distributing materials, and setting up virtual or physical meeting spaces.

Communication Liaison: Serve as a point of contact between the executive team and internal staff, clients, suppliers, and partners, maintaining clear and professional communication.

Documentation and Correspondence: Draft, edit, and proofread documents, reports, presentations, and other materials, maintaining accuracy and consistency.

Travel Arrangements: Facilitate travel arrangements for executives, including booking flights, accommodations, transportation, and creating detailed itineraries.

Expense Management: Assist in managing expense reports, receipts, and reimbursements, adhering to company policies and financial guidelines.

Confidentiality and Privacy: Handle sensitive and confidential information with discretion, ensuring confidentiality and professionalism at all times.

Project Support: Provide administrative support for various projects, coordinating resources, tracking progress, and ensuring deadlines are met.

Vendor Relationships: Manage relationships with vendors and suppliers, ensuring timely payments, deliveries, and maintaining updated contact information.

Office Operations: Contribute to the overall efficiency of the office by assisting with tasks such as supply management, equipment maintenance, and office organization.

Coordinate and manage the busy schedules of the Board members, ensuring optimal time allocation for meetings, events, and travel. Arrange and prioritize meetings, both internal and external. Anticipate and resolve scheduling conflicts to ensure seamless operations.

Establish follow-up systems for project management.

Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Set up and oversee administrative policies and procedures for offices or organizations.

Qualifications:

Proven experience as an Executive Assistant supporting senior executives or board members.

Organizational Expertise: Strong organizational skills, with the ability to multitask, prioritize effectively, and manage competing demands.

Communication Proficiency: Excellent written and verbal communication skills, enabling effective interaction with diverse stakeholders.

Discretion and Integrity: Demonstrated ability to handle confidential information and maintain a high level of professionalism and trustworthiness.

Technological Aptitude: Proficiency in using productivity tools, calendar management software, and communication platforms.

Adaptability and Initiative: Flexibility to adapt to evolving priorities, take initiative, and contribute positively to a dynamic team environment.

Attention to Detail: Keen attention to detail in tasks, documentation, and communication.

Collaborative Attitude: Strong team player with the capacity to collaborate effectively and build positive relationships.

Benefits:

Competitive salary and benefits package.

Opportunity to work closely with top-level executives and gain insights into multi-company oversight.

Exposure to diverse industries and business strategies.

Professional development opportunities to enhance skills and knowledge.

If you are a dedicated professional with a passion for supporting high-level decision-makers and possess the skills to manage a dynamic and fast-paced environment, we encourage you to apply for this exciting Executive Assistant role. Your contribution will play a vital role in the success of our organization’s strategic goals.