Executive Assistant

Job Title:                    Executive Assistant

Status:                       Full Time Non-Exempt

Supervisor:                Vice President

Hours:                        Monday through Friday - 7:30am to 4:30pm

Location:                    San Luis Obispo office (75 Prado Road)

Pay Range: $60,000 - $90,000 ($28.85 - $43.27 per hour)

Job Summary

At JB Dewar Inc., we thrive when our people thrive. We are currently looking for an Executive Assistant to be the supportive force that empowers our Executive Team. This individual will be the creative glue uniting software programs, project details, and vendors to create exceptional outcomes for our business. This role is critical to ensuring the business runs smoothly, consistently, and effectively. As an assistant, you will perform various administrative tasks, including scheduling meetings and organizing tasks. Ultimately, you should be able to handle administrative projects and deliver high-quality work with minimal supervision.

The Executive Assistant's duties and responsibilities include providing administrative support to ensure the efficient operation of the company. This role supports the Executive Team through a variety of tasks related to organization and communication and is responsible for handling confidential and time-sensitive material. The ideal candidate will be familiar with a variety of concepts, practices, and procedures within the field and possess the ability to communicate effectively via phone and email. This role requires completing all administrative duties accurately and delivering high-quality results in a timely manner, relying on experience and judgment to plan and accomplish goals with a wide degree of creativity and latitude.

Objectives of this Role

·       Support Operations: Primarily support the Operations Department to ensure department goals and objectives are accomplished, and operations run efficiently.

·       Process Refinement: Maintain and refine internal processes that support the highest-ranking executives company-wide, coordinating internal and external resources to expedite workflow.

·       Work Planning: Plan and orchestrate work to ensure senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.

·       Administrative Support: Provide administrative support, including preparing documents and reports using word processing, spreadsheet, database, or presentation software.

·       Task Management: Relieve managers of routine and/or simple tasks, allowing them to focus on strategic activities.

·       Schedule Management: Assist departments in managing schedules and meetings.

·       Professional Representation: Create a positive first impression on behalf of the company to all clients, carriers, vendors, and employees.

·       Additional Support: Complete other administrative functions to support department needs.

Responsibilities

·       Organize, prioritize, and track tasks and accomplishments for managers.

·       Create presentations and meeting agendas as assigned.

·       Identify and assist with daily/weekly tasks for each manager.

·       Schedule and coordinate meetings and agendas for key personnel as needed (staff meetings, team meetings, etc.).

·       Maintain open communication with the Executive Team on assigned projects and responsibilities while effectively handling multiple and changing priorities.

·       Maintain project outlines, including objectives, steps to complete projects, persons responsible for each step, deadlines, and status updates.

·       Work effectively with others in the organization to move project objectives forward.

·       Assist with monthly reporting, including sales reports, ensuring all team reports are completed timely as per the checklist.

·       Maintain a record retention system, including organizing and purging archive documents.

·       Provide support for report preparation, including downloading data into Excel for manipulation, analysis, and reporting, including graphs.

·       Maintain polite and professional communication via phone, email, and mail.

·       Handle sensitive information confidentially.

·       Develop and update administrative systems to improve efficiency.

·       Assist with various employee issues, including payroll, benefits, boots, gift cards, COVID tests, etc.

·       Document leadership team activities, notes, decisions, and board notes for annual audits.

·       Track and interpret KPIs and summarize them for management.

·       Master task and project management.

·       Schedule and coordinate key personnel’s schedules and set up meetings as needed, preparing team meeting agendas.

·       Maintain professionalism and strict confidentiality with all materials.

·       Monitor best practices and procedural changes, updating SOP documentation to ensure implementation at all levels. Develop a centralized repository for staff access.

·       Analyze operations and forward suggestions for improvement to management.

Requirements, Skills & Qualifications

·       Experience: 4 years in an administrative role reporting directly to upper management.

·       Communication Skills: Superb written and verbal communication skills.

·       Organization Skills: Excellent organizational skills and the ability to coordinate multiple projects at once.

·       Time-Management Skills: Strong ability to organize and coordinate multiple projects simultaneously.

·       Technical Proficiency: Proficiency in Microsoft Office and other office productivity tools with an aptitude for learning new software and systems.

·       Education: Minimum of an AA degree required.

·       Technology Familiarity: Familiarity with current technologies, such as desktop sharing and cloud services.

·       Software Experience: Experience with word-processing software and spreadsheets.

·       Calendar Management: Knowledge of online calendars and scheduling.

·       Communication: Excellent phone, email, and instant messaging communication skills.

·       Prioritization: Strong ability to prioritize and handle multiple requests.

·       Follow-Through: Proactive follow-through and effective management to move projects and tasks forward.

·       Attention to Detail: Strong attention to detail for proofreading marketing materials, expenses, etc.

·       Personality: Friendly and outgoing, works well with others, and willing to learn.

Key Characteristics

·       Team player with cross-department collaboration skills.

·       Accountable and customer-focused.

·       Trustworthy and a continual learner.

·       Takes ownership of company success.

·       Professional demeanor and problem-solving ability.

·       Positive work ethic and great organizational and follow-up skills.

·       Good judgment and excellent communication skills.

·       Ability to recognize urgent needs and attention to detail.

Essential Physical Functions

Frequent standing, sitting, bending, lifting (up to 50 pounds), hand and finger movements associated with typing, 10 key and telephone operations.