Executive Assistant

Executive Assistant

JOB PURPOSE:

To enhance the effectiveness of Wilco executives by providing administrative support to the President/CEO and the Executive Leadership Team as needed.

JOB SUMMARY:

The executive assistant is responsible for providing a wide variety of administrative support to the executive team, including report preparation, preparing meeting agendas, minute creation and distribution, filing, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling travel arrangements and meetings for executives. Many of the duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. This classification requires qualities such as adaptability, flexibility, dependability, and accountability. Much of the work is self-appointed and requires a high degree of professional independence, initiative, and self-discipline.

Responsibilities:

• Successfully completes critical aspects of deliverables with a hands-on approach, including report generation and drafting correspondence and other tasks that facilitate the executive team's effectiveness.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Maintain and distribute accurate minutes of staff meetings and other meetings as assigned by the President/CEO.
• Assemble and distribute monthly Board of Directors meeting packets and other related project packets.
• Complete expense report forms for the Executive Team.
• Manage filing systems for the Executive Team.
• Perform special projects as requested.
• Coordinate travel accommodations, meetings, and itineraries for the Executive Team and Board Members as needed.
• Coordinate and oversee several company annual events.
• Maintain Board meeting minutes, calendar, Committee Appointments, and Board term schedules and charts.
• Monitor incoming calls to the Executive Team and independently handle as many as possible.
• Open and sort the President & CEO’s mail.
• Maintain the President & CEO’s calendar and contact lists.
• Perform other duties as assigned by the Executive Team, which would be consistent with this position.
• Assist in the organization and coordination of presentations and meetings.
• Assist in maintaining and stocking office common areas such as lunchrooms and meeting rooms.
• Other duties, responsibilities, and/or tasks as assigned.

Knowledge & skill Requirements:

• Computer skills required with experience in MS Office programs, including Word, Excel, PowerPoint, and Outlook.
• Demonstrates excellent organizational and time management skills.
• Possess good communication and interpersonal skills; ability to work effectively with others.
• Ability to manage concurrent projects and multiple responsibilities.
• Ability to maintain confidentiality.

Experience/Education:

• Associate degree in Business or a related field and 4-5 years progressive administrative support experience. (Knowledge and skills may be substituted for a degree.)

Working Conditions:

• Working conditions are normal for an office environment. Work may require occasional weekend and/or evening work.
• Hybrid Remote position. The job is performed remotely at a pre-approved office, including a home office. 2 - 20 in-office days per month are required.

Benefits:

• Medical, dental, and vision health insurance
• Profit Sharing Program - up to 3% of annual wages
• 401K Retirement Plan with up to 6% Employer Match
• Advancement Opportunities
• Employee Assistance Program
• Referral Bonus - refer a friend or family member.
• Long-term disability and Life/AD & D Insurance
• Generous Employee Discount
• Holidays and paid time off.

About Wilco

Dating back to the early 1930s, Wilco, a growing retailer, has stood the test of time by maintaining focus on our values and never losing our passion for customer service. Wilco is progressive and unlike the standard “farm store”. With a variety of departments including Garden, Pet and Animal Supply, Hardware, and Paint, Clothing, and Pet Grooming, partnered with personalized service, our customers consider Wilco a preferred retail destination. Wilco has been named a Top Workplace in Oregon and SW Washington by the Oregonian from 2012 - 2023. We are dedicated to our team and attribute this distinction to them.

Wilco is an Equal Opportunity Employer. We recognize and encourage the valuable and enriching contribution that people from all backgrounds and experiences bring to our organization. As a values-based cooperative, we believe all individuals should be treated on the basis of merit without prejudice. Hiring Veterans / Military Friendly

#LI-LY1