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Executive Administrative Assistant
Executive Administrative AssistantHerr's • Nottingham, PA, US
Executive Administrative Assistant

Executive Administrative Assistant

Herr's • Nottingham, PA, US
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Executive Administrative Assistant

Building a great career never tasted so good! We are currently seeking a qualified individual for the Executive Administrative Assistant to CEO & CFO position, joining our Nottingham, PA team!

Schedule : Monday-Friday approximately 40+ hours a week

Benefits : This position is full-time benefit eligible, elective benefits include :

  • Medical, dental, hearing and vision insurance.
  • Everside Health Clinic - a premier on-site healthcare provider. A separate entity from Herr's, located at our Nottingham, PA facility. This facility ensures easy access to tailored healthcare services, preventative care, wellness programs, for employees on any medical plan
  • Opportunity to contribute to a 401k, with a company match.
  • Paid vacation, holiday and sick time.
  • Paid Employee referral program.

Job Summary :

This role has the primary responsibility of coordinating and providing executive level administrative support to the Chief Executive Officer and Chief Financial Officer. The position has a responsibility through administrative support to enhance the team's effectiveness and positively represent the executive's office and overall company to internal and external customers.

Customer Service / Communication :

  • Cultivate positive professional relationships at all levels and with a diverse audience.
  • Develop and maintain strong working relationships with internal and external customers.
  • Demonstrate warmth, empathy, respect and compassion in interactions with internal and external customers at all levels. Demonstrate a true "open door", putting others immediate needs above own.
  • Serve as first point of contact to welcome visitors and situate them prior to meetings.
  • Effectively interface and communicate with employees, executives, board members, customers, and others while demonstrating company culture and values.
  • Communicate and collaborate effectively while striving for the highest possible outcomes for customers and our organization.
  • Triage phone calls and emails and prioritize correspondence. Research and resolve moderately complex customer problems and concerns.
  • Work proactively to identify problems and craft creative solutions.
  • Provides "gatekeeper" and "gateway" role to executives, creating win-win situations.
  • Maintain a pulse on relational or people challenges and ensure executive is aware when appropriate.
  • Communicates directly, and on behalf of the executive, with Board members, and others, on matters related to the executive's operational initiatives.

    • Administrative Support :

  • Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, memos, and personal correspondence.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
  • Manage complex, high-volume day-to-day schedules in such a way that the executive can complete their obligations in an organized, efficient way. Pay special attention to scheduling preferences / priorities of internal and external customers to compliment the executive's request for meetings / site visits.
  • Manage and organize executive's SharePoint and online file storage.
  • Review incoming mail, respond to inquiries as appropriate and route to appropriate parties.
  • Coordinate internal and external meetings, including, but not limited to team meetings, off-site meetings, customer meetings and entertainment, and one-on-one meetings with various stakeholders.
  • Proactively manage calendar priorities based on customer meetings, fiscal calendar, current projects, and team needs. Prompt and remind executive of upcoming meetings and any planning necessary for executive's office or other departments.
  • Book appropriate domestic and international travel, considering travel requirements, cost, accommodations, transportation, and proper documentation.
  • Organize, process, and submit expense management documentation and account reconciliation. Manage executive's direct report's expense approvals based on guidelines agreed upon.
  • Attend key meetings to take, compile and share meeting notes and follow-up action items.
  • Build strong relationships with other executive assistants ensuring tight alignment and connectivity among the executive team.
  • At times, provide support for other team members.
  • Manage supply inventory for executive floor.
  • Coordinate and plan aspects of on-site and off-site meetings and events. Plan, arrange and execute logistics for food orders, luncheon planning or other related business function requests.
  • Create, proof and coordinate Executive level presentations.
  • Assist in coordinating the administrative functions of the Operating Plan Development and document maintenance.
  • Maintain strict confidence, protecting confidential information-both operations and people related.
  • Coordinate and communicate with internal and external resources to expedite workflows.
  • At times, serve as liaison for executive with communications to employees and key stakeholders.
  • Maintain knowledge of business / industry trends, hot topics and research when necessary.
  • Help executive with personal matters that save time and help devote more time of executive to company.

    • Projects, Reports and Analysis :

  • Create and maintains intermediate to advanced / complex spreadsheets and databases and prepares reports, tables, and charts.
  • Create specialized department reports, providing executive summaries for review and analysis.
  • Build and deliver reports to management and various departments based on expressed needs.

    • Administrative Support for CFO :

  • Support the CFO and Paralegal to organize, track and archive documents and data for legal matters, ensuring proper version control and adherence to data retention policies.
  • Support CFO in review and approval of transactions in Concur, D365 Project Management and Chrome River systems.
  • Assist with the Herr's ERP Project as needed, including meetings, activities, meals, etc.
  • Help develop, format, and edit presentations for internal meetings, Risk and Board of Director meetings.
  • Support the CFO in managing on-going relationships with key external relationships, including auditors, tax, banks, third party consultants and other compliance requirements.
  • Assist with storing and managing contract documentation in our contract management system.
  • Support the review and management of monthly legal bills, including supporting the proper tracking needed for book and tax record keeping.
  • On a monthly basis complete the company credit card reconciliation process, gathering necessary supporting documentation and review of charges.
  • Assist with the administration of Chrome River.
  • On a monthly basis assist the Credit and Collections team with mailing of Customer Statements.
  • On an annual basis, assist the Tax and Payroll team with year-end tax compliance (i.e., 1099 forms and other tax filings).

    • In addition to the essential functions listed above, the employee is expected to exercise honesty, integrity and respect with all clients and co-workers, preserve confidentially of all business information and data, maintain a professional appearance and demeanor, demonstrate a positive attitude, communicate effectively with co-workers and clients, work with accuracy, efficiency, and attention to detail, respect the work environment and keep it as environmentally friendly as possible, and exercise initiative to learn new skills and tasks and to help co-workers when possible. Reliable attendance and punctuality are also required. The employee is also expected to perform other related duties, special projects and functions as required from time to time.

    Qualifications :

  • HS diploma or equivalent required. Bachelors degree preferred.
  • Advanced MS Office Suite required.
  • 5 years related experience required. Executive administrative support experience a plus.
  • Demonstrated experience with attention to detail and excellent organization skills.
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Exemplary customer service skills and communication.
  • Recognized as one who is proactive in problem-solving and works towards creative solutions.
  • Ability to effectively present information in one-on-one and small group situations to internal / external customers.
  • Ability to treat confidential information with discretion.
  • Highly professional and personable.
  • Requires strong problem-solving ability and strong analytic skills.

    • Physical requirements and work environment :

  • Performs work required for this position in an office environment.
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    Executive Administrative Assistant • Nottingham, PA, US

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