Executive Administrative Assistant - PlayCore

Executive Administrative Assistant - PlayCore

The Executive Administrative Assistant provides administrative support, data analysis, and coordination of special projects for the Playcore Group President and assorted facilities as well as the Sr. Vice President of the Specialty Play Group. The position must exercise initiative, discretion, and independent judgment in setting priorities and carrying out all assignments.

Essential Duties and Responsibilities

1. Manage schedule/calendar and travel arrangements for Group President, Senior V. P., company stakeholders, strategic partners and consultants.
2. Schedule and organize departmental and personal meetings, webinars, and provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.
3. Generate analyses and create proposals, reports, and other supportive materials.
4. Create and prepare meeting presentations, key documents, and correspondence for a variety of audiences.
5. Prepare outbound communications and correspondence on behalf of Group President & Sr V.P.
6. Manage departmental consultants (logistics, contracts, travel, scheduling, tracking, payment, etc.).
7. Support departmental legal needs and maintain effective tracking and documentation (trademarks, service marks, copyright, contracts, etc.).
8. Manage and support ongoing departmental reporting including monthly sales reporting, business reviews, board reports, strategic plans and project updates etc.
9. Manage AFE and budgetary processes for the direct reports.
10. Manage timely expense reports and invoices/payments for the Group President and Sr V. P.
11. Provide support and assistance for special events (business lunches, customer visits, trade shows, sales meetings, and sales trainings.)
12. Manage departmental supplies, mail, copier services, gifts/cards/flowers, shirts/logo materials, and department shipping needs using significant independent judgement maintaining budget parameters.
13. Manage inventory of departmental program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment. Update materials as indicated.
14. Assume additional responsibilities as assigned by either Group President and Sr. V.P.

Competencies

• Analytical Decision-Making, Independent Judgement
• Communication and Discretion
• Maintaining Confidentiality
• Learning & Development
• Planning & Organizing
• Professionalism & Integrity
• Risk-Taking/Creative Thinking
• Teamwork & Relationship-Building
• Results Orientation
• Ability to Multi-task
• Managing Others
• Organizational Skills

Education and/or Experience

• Minimum Associates Degree with a Bachelors preferred and or comparable experience.

Travel/Work Arrangements

Less than 10%

Computer Skills

Demonstrated proficiency with MS Excel, Word, PowerPoint, Concur, Adobe, Google Slides/Sheets, Canva, Asana or comparable project management software. Previous experience working in CRM system a plus. Ability to create dynamic presentations.

Other Requirements

• Minimum of 5 years executive administrative assistance experience required.
• Ability to lift and transfer supplies and materials required.
• Experience working with C-Suite executives preferred.
• Hybrid position working primarily at the corporate office with remote work secondarily. Professional integrity expected with adherence to work hours assigned.

Other Skills

• Self-directed takes initiative and anticipates needs
• High energy / Bias towards action / Learner
• Excellent verbal & written communication skills
• Ability to generate and edit documents and materials for accuracy
• Demonstrated ability to represent the company in a professional manner and keep confidential documents/information secure.
• Excellent interpersonal skills with proven ability to collaborate and function as an effective team member
• Ability to generate effective correspondence and presentations for a variety of audiences
• Excellent documentation and analysis skills with attention to detail
• Ability to collaborate effectively with a variety of internal and external stakeholders

PlayCore and its family of brands considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status.