Executive Assistant

This is not a traditional Executive Assistant role. We are seeking a business-minded leader who combines strategic thinking, operational excellence, and executive partnership to help drive organizational priorities and deliver results!

GENERAL DESCRIPTION: The Executive Assistant is responsible for providing high-level administrative support and assistance to the President of Forever Living Products International.

JOB SUMMARY:  In this role, the Executive Assistant plays a pivotal role in ensuring the President’s ability to lead and manage the global operations of the organization by being proactive and organized, anticipating needs and managing schedules/time zones. The Executive Assistant must be skilled in verbal and written communication, highly detail-oriented, and able to think several steps ahead to ensure smooth day-to-day operations. This role requires a resourceful problem solver who is adept at handling sensitive information with discretion, managing complex calendars, and ensuring the President is prepared for all meetings and engagements.

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:

• Administrative and Operational Support
  • Conduct research, gather and analyze data to provide insights that assist in decision-making.
  • Organize and maintain files, spreadsheets, records, and documents, ensuring information is easily accessible and up to date.
  • Handle ad-hoc projects as assigned, managing them independently to completion.
  • Track outstanding action items and deadlines on behalf of the President.
  • Uses graphic design abilities and creativity to prepare and/or finalize presentation/training materials, flyers, announcements, etc.
  • Prepares, obtains approval, distributes and maintains meeting agenda and minutes as requested.
  • Coordinates with IT as needed on behalf of the President for equipment repair and/or replacement.
  • Prepares items for FedEx, ensuring deadlines are met and proof of delivery is received and tracked.
  • Manage expense reports.
  • Approve invoice or escalate when needed.
  • Coordinate document signing.
• International Operations
  • Upload sales/snapshot data to Monday.com.
  • Process pin requests and verify qualifications.
  • Manage Global Activity program
  • Handle international communications and follow-up.
  • Attend and take notes on most calls.
• Strategic Support and Decision-Making
  • Ability to think outside the box, anticipate needs and think ahead, preparing for potential scenarios and providing proactive support to minimize disruptions, and handle tasks that allow the President to focus on higher priority needs.
  • Utilize sound judgment to make decisions and solve problems independently when required, ensuring the President’s time is freed up for strategic priorities.
  • Continually look for better ways to organize the President and department to improve efficiency, quality, convenience and compliance; and eliminate clutter and administrative inefficiencies.
• Communication Management
  • Monitor and filter inbox (including spam/junk).
  • Respond to routine emails; escalate others for President’s review.
  • Draft, proofread, and edit communications, including emails, reports, and presentations on behalf of the President.
  • Prepare concise and well-structured messages for both internal and external recipients, ensuring a professional tone and clarity.
  • File relevant correspondence.
  • Send WhatsApp and growth messages to all countries on President’s behalf.
  • Draft Area VP call agendas by collecting input from attendees.
  • Manage and schedule video requests.
  • Communicate with team members, visitors, and business partners, relaying key information as needed.
• Calendar, Meeting Coordination and Contact Management
  • Manage and maintain the President’s short and long-term complex calendar, organize and maintain contacts list, schedule meetings, and coordinate appointments with careful attention to priorities and potential conflicts.
  • Organize and prioritize commitments to ensure optimal use of the President’s time.
  • Anticipate and prepare for upcoming meetings by organizing relevant materials, equipment, information needed to support productive discussions; and providing all to President to ensure he is highly prepared and knows where to be when.
  • Serve as the primary point of contact and liaison between the President and internal departments, external vendors, and leadership teams, ensuring seamless communication, facilitating collaboration between departments to ensure timely progress on shared goals and smooth day-to-day activities.
• Travel and Event Planning
  • Coordinate and book travel arrangements (both domestic and global) in accordance with President’s travel preferences, including flights, accommodations, and itineraries, ensuring all aspects are accounted for and confirmed in advance.
  • Anticipate and plan for contingencies to avoid disruptions during travel or meetings.
  • Organize events and offsite meetings as needed, handling logistics and ensuring everything runs smoothly. Liaise with countries for detailed travel agendas.
  • Ensure all President’s travel documents, including passports, visas, and identification, are up-to-date, valid, and accessible for scheduled and last-minute travel needs.
  • Upload itineraries to TripIT and Monday.com.
  • Attendance at company events to provide President on-site support, including navigating and moving him effectively throughout highly attended FBO events.
  • This could entail 2-4 international trips per year (approximately 7-10 days each)
• Team Player
  • Demonstrates a friendly, warm, and welcoming attitude toward visitors, immediate team members, and colleagues across the Company.
  • Cultivates trusting relationships by being approachable and willing to assist beyond assigned duties, establishing a reputation as a vital contributor to the Company’s success.
  • Represent the President, department and Company in a professional and appropriate manner at all times.

  QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:

• Ability to be self-directed and take initiative.
• Ability to prioritize work demands and meet deadlines.
• Exceptional written and verbal communication skills, including proper spelling and grammar.
• Exceptional verbal communication skills, including the ability to speak clearly and positively and handle sensitive and confidential situations while relaying messages accurately and completely.
• Strong decision-making abilities and the capacity to work with minimal supervision.
• Excellent computer skills and high level of proficiency in calendaring, scheduling, and document management software (e.g., Microsoft Office). Strong PowerPoint skills required.
• Proficiency with What’s App, social media, internet research, Monday.com and coordinating Zoom/Microsoft Teams group calls.
• Strong proofreading skills and attention to detail.
• Handle sensitive and confidential information with the highest level of professionalism and with the utmost discretion, including business strategies, personal and personnel matters.
• Flexibility to adjust to changing priorities and the ability to anticipate potential challenges.
• Ability to work in a fast-paced environment, where priorities regularly change, and handle high-pressure situations with poise.Multi-tasking, versatility and adaptability are key.
• Desire and commitment to invest in self, continue skill development, and knowledge advancement to stay current with trends, tools, etc.

EDUCATION AND/OR EXPERIENCE REQUIRED TO PERFORM JOB DUTIES:

• Must have strong experience as a C-suite/executive level Executive Assistant, with ability to be on-call 24/7 (although not typical, must be accessible/available/responsive particularly when executive is traveling internationally).
• At least 7+ years of administrative experience is required; or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience in a global organization.
• Bachelor's degree or equivalent combination of administrative certification/coursework, education, and work experience is desired.
• Must have valid passport and ability to travel as needed.

PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES:

• Climb stairs, walk/move throughout the building on a variety of surfaces including concrete, tile, wood and carpet.
• Work mostly indoors in a climate-controlled environment; walk outdoors in breezeways and parking garage as needed to move throughout the building.
• Stand/remain standing for several hours, up to 2 hours at a time.
• Sit/remain seated at a computer for up to 8 hours a day, usually 4 hours at a time.
• Use a telephone, computer with dual monitors, keyboard and mouse for up to 8 hours a day, usually 4 hours at a time.
• Use general office equipment including copier, fax, scanner, hole-punch, etc., daily.
• Bend forward, kneel, stoop and/or squat occasionally.
• Turn and twist frequently.
• Reach down, forward and overhead frequently.
• Lift and move boxes or items weighing up to 30 lbs.