Executive Assistant - Manhattan, KS

## Executive Assistant - Manhattan, KSApplylocations: Manhattan, KS - JPtime type: Full timeposted on: Posted Yesterdayjob requisition id: JR853## **People love to work here, plain and simple.**## ## ## It’s easy to *love* your job when you’re surrounded by driven, passionate leaders. We show up every day and give it our all; not because we have to, but because we want to.## ## **POSITION SUMMARY**Provides support to the Regional Leaders, Market Leaders, and/or Operations leaders. Coordinates scheduling and calendar management, meetings and events, handles private and confidential information, produces accurate work under deadlines and adapts to a rapid change in pace.**PRIMARY RESPONSIBILITIES****Schedule Management*** Provides leadership with proactive management of scheduling.* Analyzes and prioritizes meeting requests and incoming mail.* Looks ahead to determine potential schedule conflicts or necessary adjustments.* Prepares materials needed for appointments and other scheduled events.* Arranges itineraries for travel with airlines, hotels, ground transportation and is available during travel times to quickly address any last-minute changes, modifications, or cancellations.**Meetings and Events*** Plans and coordinates meetings and events by reserving and setting up locations/rooms, coordinating catering and clean up, and ensuring all details are covered.* Proactively prepares agendas for internal and external meetings, as well as provide regular updates of upcoming events and commitments.* Follows up on action items following meetings.* Attends meetings as requested, takes notes/minutes and distributes meeting minutes, agendas, and relevant documents.* Assists with planning and coordination of venue, catering, audio visual and other details for Regional meetings.* Plans and coordinates regional events including annual holiday party and other internal or external events and ensures support and involvement with all corporate initiatives.**Communication, Facilities, and Fleet Management*** Composes letters and e-mails on behalf of executives.* Writes and sends general updates to all associates by e-mail.* Coordinates office maintenance.* Monitors service quality of vendors and addresses issues as necessary.* Reviews and approves invoices for vendor services.* Manages usage of company vehicles and fleet vehicle calendars.* Ensures proper insurance and registration are up to date on all vehicles.* Schedules upkeep and maintenance of fleet vehicles.**Community Engagement and Business Development Support*** Coordinates requests for donations and sponsorships by gathering, tracking, submitting to the region for approval, and notifying each requestor of determination.* Processes payments for donations and sponsorships.* Ensures appropriate representation at fundraisers, galas, luncheons, and other sponsored events by managing invitations to appropriate associates, clients, partners, or other guests; or assigns a champion to handle.* Updates the Internal Communication PowerPoint and SharePoint for regional office.* Supports Marketing and Business Development as needed.* Performs project specific research.* Enters lead updates, opportunities, accounts, and contacts into the customer management system.**First Impressions and Reception*** Supports the Receptionist function by greeting visitors and ensures they are welcomed and escorted to the right area or person.* Opens, sorts, and distributes mail. Receives incoming packages and notifies recipient of its arrival in a timely manner. Sends mail/packages through a variety of channels.* Coordinates room reservations or conflicts, keeps office organized, and improves office processes.* Researches vendors, purchases and maintains supplies, including office supplies, coffee and beverage, kitchen supplies, mailroom supplies, and other tools and resources needed for the office.* Represents the company in a professional manner.**Other*** Manages confidential and critical information.* Tracks expenses for leaders supported; processes and submits receipts accurately and on schedule.* Updates and tracks monthly expenses for the Regional Office* Maintains records of Regional Leader’s external memberships.* Provides additional professional support as needed or requested by Regional Leader or other Senior Leaders.* Acts as Notary Public for Regional Office needs.**MINIMUM QUALIFICATIONS*** 3+ years of experience in high-level administrative support.* Proficiency in Microsoft Office computer applications.**WORKING CONDITIONS**The position requires work in an office environment.Note: This job description reflects a summary of the job and does not prescribe or restrict the responsibilities that may be assigned. The job description is subject to change at any time. #J-18808-Ljbffr