Position Title: Senior Executive Assistant

Department: Human Resources

Reports To: Chief Human Resources Officer

FLSA Classification: Salaried - Exempt

Summary:

The Senior Executive Assistant will provide support to the C-suite leadership and senior leadership administratively along with recognition efforts and internal communications. They will handle correspondence, managing event calendars and appointments, arranging meetings, and making travel arrangements. They will support internal communications and projects that not only impact the corporate office but also the field operations. This person handles a wide range of administrative and written internal communications and can work independently with little or no supervision. This person is exceedingly well-organized, flexible and enjoy the administrative challenges of supporting a growing corporation. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert- level written and verbal communication skills, systems understanding where needed, strong decision-making ability and attention to detail are equally important.

Essential Duties and Responsibilities:

• Performs a variety of activities in support of the corporate office in areas such as finance, central services, operations, IT, or human resources
• Delivers on the recognition strategy approved by the leadership team such as NectarHR, services awards, technician awards, safety awards, etc.
• Internal employee communications/corporate office/field operations: o Work cross-functionally with all departments and Leadership to execute internal employee communication initiatives o Produce employee communications that focus on retention and company value o Management of the company’s internal communications channels o Support overall leadership with timely internal communications o Works creatively to devise ways to communicate to a decentralized workforce o Ownership of the corporate site communications, new hire email campaign, quarterly employee newsletter, communication outlook mailbox, and all other electronic/paper internally focused media
• Reviews drafts and finished documents for appropriate grammatical usage
• Gathers, collects, records, tracks, and verifies data and information from multiple sources. Compiles, reviews, and analyzes data.
• Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence, and presentations
• Provides data and information to others on general office processes and procedures
• Support Acquisitions and communications as needed
• Conducts office supply ordering
• Assistance with vendor management as tied to the corporate office as needed
• Ownership of organizational charts and monthly updates
• Event scheduling, Send mailings to internal offices (technician awards, custom awards, hats, etc.)
• Filing and record ownership, as assigned
• Letter writing and proofing, as needed
• Manage executive team travel, as needed
• Assist the “Engagement Committee” on event planning
• Electronic employee file clean up and maintenance as needed
• I-9 terminations and updates needed after the employee is onboarded ownership
• Service Awards ownership
• Overall Corporate team support
• Other duties as assigned

Required Knowledge, Skills, and Abilities:

• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook
• Excellent calendar management skills, including the coordination of events
• Excellent customer service skills
• Strong Creative writing skills that engage employees
• Excellent Time management skills
• Excellent organizational and interpersonal skills
• Ability to remain positive, proactive, and flexible
• Strong attention to detail
• Must be able to work with minimal supervision and plan, develop, coordinate, and manage multiple assignments/tasks simultaneously
• Must have a high level of confidentiality
• Must have the ability to embrace change and adapt to changing circumstances
• Must be able to exercise a high degree of diplomacy, collaboration, and problem-solving skills

Education and Experience:

• High school or equivalent, Associate Degree/Bachelor's Degree preferred
• 5 years of experience as an Administrative Assistant, Office Manager, or equivalent at a privately owned company of 100+ employees
• Advanced knowledge of Microsoft Office: Outlook, Excel, PowerPoint, word, etc.
• Experience writing communications for an internal or external audience

Physical requirements:

• Continuously able to work in office environment
• Continuously able to operate a computer and other office productivity machinery, such as a copy machine, telephone, and computer printer
• Continuously able to sit at a computer for up to 8 hours
• Able to alternate between sitting and standing, as needed throughout the day
• Occasionally able to lift up to 15 lbs
• Continuously requires vision, hearing, twisting, and talking
• Occasionally requires walking, lifting, carrying, reaching, kneeling, pushing/pulling, bending, and crouching
• Rarely requires climbing

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 10 hour shift
• 8 hour shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Melbourne, FL 32904: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 2 years (Required)
• Microsoft Powerpoint: 1 year (Required)

Work Location: One location

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