Executive Assistant Job at Conestoga Wood Specialties in United

Our Executive Assistant reports directly to the CEO and President of the company and provides critical support to a busy Executive Team (CEO/CFO/COO). Work performed requires an ability to maintain a high level of confidentiality. As an extension of support to the CEO, this position also provides administrative support to Corporate Office staff and key functional areas

Job Responsibilities:

• Maintains schedules/calendars and tracks other important events. Anticipates upcoming meetings (on a next quarter, month basis) and sets preliminary agendas for routing meetings for editing and revision by CEO, CFO, COO. Maintains a follow-up system providing information to CEO, CFO, and COO of the upcoming day's meeting documents, notes, or agendas.
• Creates and develops correspondence, agendas, minutes, presentations, reports, Excel spreadsheets and other correspondence.
• Establishes, develops, maintains and updates filing with the requirement of electronic retention.
• Organizes and prioritizes information, phone calls, and emails.
• Plans and coordinates presentations and distributes information on behalf of the CEO/CFO.
• Tracks invoices against approved budgets and generates Accounts Payable requests to pay approved invoices.
• Maintains schedules/calendars and tracks other important events.
• Secures Executive travel arrangements and manage expense reimbursements.
• Prepares, copies, and posts materials or presentations for meetings.
• Handles highly confidential and proprietary correspondence, financial information, and reports.
• Communicates and exchanges information with Board members and bank partners.
• Maintains office equipment and office supplies.
• Greets and directs visitors.
• Delivers Corporate Office mail to mailroom, retrieves/sorts/distributes mail to Corporate Office employees.

Job Requirements:

• Associates degree preferred, or high school diploma required with 3+ years' executive administrative experience.
• Ability to maintain an impeccable commitment to confidentiality while working autonomously.
• Proficiency in MS Office Suite including Outlook, Word, Excel, and PowerPoint.
• Professional communication skills including the ability to relate to all levels both inside and outside the organization.
• Exceptional organization, coordination, time management, and attention to detail skills.
• Responsible for upholding the company's values, vision and mission by integrating it into their work: integrity, respect, accountability, resourcefulness and innovation.

Equal Opportunity Employer
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