Executive Assistant

FourSeasons Inc. has been providing mechanical contracting solutions for over 98 years. We are known throughout the State of Tennessee for constructing and maintaining high quality mechanical systems for commercial, industrial, and educational facilities. About the Team At FourSeasons Inc., we believe in cultivating a dynamic and award-winning culture while looking for driven individuals who are eager to push the typical boundaries with innovative ideas. FourSeasons Inc. Core Values are accountability, and commitment to the highest standards of quality and client-focused customer service. We operate proactively , with agility and the highest ethical standards, while relentlessly striving to improve. We believe that our positive work culture provides encouragement and motivation for every employee to work toward common goals. Position Statement The Executive Assistant is a keystone position and enhances the executive team’s effectiveness by providing information, management support, and representing the executive to others when they are not available. They will provide critical support and undertake a wide breadth of administrative and communication functions to ensure business development, operational, and office management activities are carried out effectively and efficiently in the FourSeasons way; with a goal of every job done right, the first time. Performance Objectives Be proactive, meet deadlines, and assure that there is always active and accurate communication for our team members. Contribute to the efficiency of our business by providing personalized and timely support to the Managing Director. Act as the main point of contact among executives, team members, clients, and other external partners when the Managing Director is unavailable. Be able to identify and address the administrative needs to ensure the company’s workflow runs smoothly. Meeting minutes sent out the day of following each meeting. Prepare monthly recap for Board of Directors with time to review with Managing Director. Have important items for the next day prepared before the end of day. Compliance Expectation Proven 2+ years working experience as a Senior Executive Assistant, Executive Administrative Assistant, or a similar role. Excellent organizational skills, high attention to detail, and ability to think proactively and prioritize work to be as efficient and effective as possible. Ability to lead and manage various meetings in place of the Managing Director, as needed. Familiarity with online calendars and cloud systems. Ability to learn new software efficiently. Experience exercising discretion and confidentiality with sensitive company information. Provide direct support to the Managing Director on a day-to-day basis, working to ensure they have the necessary resources for upcoming meetings, conversations, trips, etc. Update the Managing Director on key organizational issues or concerns, as they arise. Schedule regular personal review, appraisal, and mentoring meetings with direct reports of the Managing Director. Help ensure the team feels supported and heard through the scheduling of these meetings. Create spreadsheets, charts, forms, policies, and other miscellaneous documents, as needed and in partnership with other department leaders. Screen and direct the Managing Director’s phone calls and distribute correspondence, as relevant, owning any pieces of the response process when possible. Manage all information flow and general support tasks in a timely and effective manner. Assists in managing and upkeeping the Managing Directors calendar and emails, ensuring timely correspondence and timely meetings, when possible. Scheduling out meetings, calls, and other correspondences, as needed. Conserves Managing Director’s time by collecting and analyzing information and initiating appropriate communication. Researches and organizes data to prepare documents for review and presentation by senior level management. Help the Managing Director prepare for meetings by creating an agenda, preparing documentation, and other tasks, as needed. Assist with the scheduling, minute keeping, and follow up with all scheduled meetings involving the Managing Director and other members of the team. Assist in the creation and distribution of various companywide communications including but not limited to memos, emails, and presentations. Other duties, as assigned by the Managing Director, may help with overall efficiency or effectiveness of the company. Pay ranges from $19 to $25, based upon experience. Monthly income – sharing bonus after 1-year initial waiting period. Fully paid medical, dental, and health benefits for team member. Flexible Spending Account with employer contribution. #J-18808-Ljbffr