Executive Assistant

Description

Hubbard Supplyhouse is seeking an energetic, self-motivated individual to join our family-like atmosphere. We are a plumbing, lighting, and irrigation distributor that assists local builders, plumbers, and homeowners in the creation of beautiful living spaces with kitchen and bath fixtures, as well as residential and commercial lighting. We are a family owned, Christian company that believes in taking care of our customers and employees. The ideal candidate will excel in a “team first” work environment.

The Executive Assistant will increase efficiency and accountability for the Leadership Team by helping organize different aspects of their daily work life. This position is responsible for running the weekly Leadership Team L10, coordinating travel arrangements, email management of select team members, calendar management, and any task delegated from a member of the Leadership Team. The ideal candidate will ensure that the Leadership Team members have what they need to succeed through attention to detail and organizational setups.

Responsibilities And Duties:

• Provide email and calendar management as needed for the Leadership Team
• Assist in running the Leadership Team L-10 by moving through documents, keeping the meeting pace, and tracking any tasks that are assigned during this meeting.
• Conduct research related to our industry, travel, or processes as needed to assist in decision making.
• Cascade pricing change letters to Branch Managers and keep pricing notification organized for Purchasing.
• Register team members for events, conferences, and meetings. Coordinate travel for members of the Leadership team as well as other team members attending events.
• Develop and run the quarterly State of the Company Address (SOCA), utilizing Microsoft Teams Live events/Zoom Webinars and Microsoft Office software.
• Collaborate with other departments, such as Purchasing, Accounting, Human Resources, Marketing, and Sales as needed to complete delegated tasks.
• Develop shared documents to assist the Leadership team with organization.
• Plan/assist with both employee events. Examples include our Company Picnic and Christmas party.
• Complete data entry for multiple departments and subject matters as needed.

Qualities for Success:

• Embraces and promotes company objectives.
• Establishes S.M.A.R.T. goals in line with company goals and values. Implements action plans with timelines with deliverables and measure results.
• Recognizes issues, problems, or opportunities with the ability to determine the course of action needed.
• Communicates effectively – Keeps team up-to-date on progress, milestones, assignments, etc.
• Identifies the need for information, collects this appropriately, and organizes the findings to better understand problems and opportunities for growth; compares and combines information to effectively identify underlying issues.
• Interprets and analyzes information from a variety of sources to detect trends, associations, and cause-effect relationships.
• Generates alternatives - Creates relevant options for addressing problems/opportunities and achieving desired outcomes.
• Chooses appropriate action - Formulates clear decision criteria; evaluates options by considering implications and consequences including the impact on a company’s financial picture; chooses an effective option.
• Commits to action - Implements decisions or initiates action within a reasonable time; monitors results and makes adjustments as needed. Follows accountability and delegates effectively to ensure success.
• Time management - Identifies more critical and less critical activities and assignments; adjusts priorities when appropriate. Completes own and others’ work if needed; avoids scheduling conflicts; develops and follows timelines and milestones.
• Determines project or assignment requirements by breaking them down into tasks and identifying types of equipment, materials, and personnel needed. Ensuring resources are leveraged to full advantage (individuals, processes, departments, and tools).
• Holds self and others accountable for deadlines, assignments, etc.

Requirements

 Excellent communication skills

Well organized and able to work with minimal supervision

Able to build, develop, and manage team members

Must be able to withstand prolonged periods of sitting at a desk and working on a computer

Proficiency in Microsoft Office applications (required); ability to adapt to new software easily (preferred).

Education: High School diploma or equivalent (required) Undergraduate degree (preferred)

Experience: Minimum 2 years in similar position (3 years preferred)