Executive Assistant

OUR CULTURE & VALUES We are open and HONEST. Our relationships are built on trust and thrive on communication. We hold ourselves and each other ACCOUNTABLE; united by our commitment to the team and to the customer. We are people on the front lines, ensuring the SAFETY of our teammates and the success of every project. We are building a place where ideas are born; diversity is celebrated, and CONTINUOUS IMPROVEMENT is the only path. We are PASSIONATE. About our work. About having fun. And about becoming a better, smarter, stronger version of ourselves. PURPOSE The Executive Assistant provides high‑level administrative support for the Chief Executive Officer of Miller Valentine to ensure that the day‑to‑day administrative operations are efficient, organized, and productive. The Executive Assistant will be responsible for handling confidential information and maintaining professionalism in dealing with all stakeholders. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. S/he will have previous experience working in an office environment, performing administrative duties and providing support to Senior Executive level leadership for at least 5 years. RESPONSIBILITIES Coordinate internal and external meetings; proactive calendar management to protect and maximize time and eliminate disruptions including, managing daily calendars showing flexibility and problem‑solving abilities; adjust and prioritize schedules to ensure time is allocated appropriately to short‑term and long‑term priorities. Prepare agendas, pre‑reads, and presentations for internal and external meetings. Communicate with appropriate contacts about the meeting logistics, planning, and details to ensure smooth flow of communications. Create, format, edit and finalize reports, documents, email communications with a high degree of accuracy. Understand the needs of the business and priorities with minimal guidance in order to manage the flow of information and requests to the CEO and other executives. Formulate action plans and work schedules that meet priorities and deadlines of the CEO and ensure follow through and communication to departments or individuals as needed. Maintain a list of rolling action items for all active and upcoming projects, priorities, and requests to maximize efficiency and organization of CEO time in review. Initiate, manage, and audit all correspondence, communications, policies, and reports for format, accuracy, and completeness that require CEO review and/or signature. Shadow CEO in critical meetings, taking notes, tracking, and following up on action items, ensuring the organization is staying focused on top priorities. Screens and filters all incoming telephone calls and voicemails for the CEO. Provide thorough travel coordination management and support for the CEO, Partners, Executives, and Advisory Board. Manage all expense reconciliation needs for the CEO and other executives. Propose new and efficient ways to create work processes to help maximize your executives' time. Assist with or perform necessary research and reporting for various projects. Ensure that data is prepared and presented accurately. Assist in establishing, implementing & supporting effective processes. Responsible for management of document storage to include proper record keeping, confidentiality and efficient response time in retrieving information. Responsible for organization of various Committee meetings to include concise and accurate preparation & distribution of agenda & meeting minutes. Summarize and accurately record key items of discussion from meetings as requested. QUALIFICATIONS & EXPERIENCE 7‑10 years of professional experience with 5 years of successful administrative support for Senior Executives preferred. Bachelor’s Degree in Business Administration preferred. Will consider candidates from other degree background and/or Associates or High School/GED with equivalent years of experience. Ability to maintain focus on the highest priorities; refocus and reprioritize as situations change. Strong time‑management skills and the ability to organize and coordinate multiple projects at once. Highly proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Aptitude to learn new software and systems. Highly proficient in communication platforms; Microsoft Teams, Zoom. Excellent organizational and interpersonal skills required. Ability to deal with confidential and highly‑charged issues, both internally and externally. Ability to capture relevant notes and stay on top of action items following discussions. Exceptional ability to follow up and follow through. Capable of training and advising others effectively. Quick to grasp new systems, processes, or market sectors. Demonstrates effective communication skills with diverse teams. Able to train and support colleagues efficiently. Individual Contributor with Training and Advisory responsibilities. Ability to comprehend and communicate effectively with diverse audiences through various mediums, including written reports, business correspondence, and presentations. Proficiency in numerical calculations, including discounts, percentages, and basic algebraic concepts. Capacity to analyze problems, gather data, and make informed decisions based on factual evidence, while also interpreting technical instructions. BENEFITS 401(k) with company match Zero out of pocket cost insurance plans Medical Dental Vision LAD&D Short and Long term Disability PTO Wellbeing Days Cell Phone Reimbursement EEO STATEMENT Miller Valentine is proud to be an Equal Opportunity Employer. We are committed to providing an experience free from discrimination of race, color, religion, sex, national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law. We empower our people, trust their talents, and believe that each individual brings in new energy and influence. Everyone's ideas matter and can make a difference. You are encouraged to read more about our commitment to diversity and inclusion on our website. Miller Valentine is a drug free workplace. Drug / alcohol and criminal background screens are a condition of employment. #J-18808-Ljbffr