Executive Assistant

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 :

Education and Experience :

Supervisory Responsibilities :

Travel :

Physical Requirements :

Work Environment :

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.