Executive Assistant - Manhattan, KS

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.

Equal opportunity employer/minorities/females/disabled/veterans