Personal Assistant/Office Coordinator

Personal Assistant/Office Coordinator

Wendell, North Carolina, United States

About the Job Personal Assistant/Office Coordinator

Key Responsibilities of Job:

- Manage professional and personal scheduling for the CEO and Deputy CEO, including agendas, mail, email, calls, travel arrangements, etc.

- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the Executive team.

- Manage, coordinate, and arrange Executives' travel and travel-related activities, including hotel booking, transportation, and meal coordination.

- Coordinate Executive functions, coordinate hospitality needs, and host company guests as needed.

- Ensure Executive hospitality needs are met during all company functions.

- For external events create itineraries, arrange transportation and all Executive and VIP guest travel needs.

- Maintain professionalism and strict confidentiality with all materials, and always exercise extreme discretion.

- Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects in support of the Executive team and organizational goals as needed.

- Draft and prepare correspondence for internal and external announcements.

- Manage communication between upper management and employees, liaising with internal and external Executives on various projects and tasks.

- Plan and orchestrate work to ensure the senior Executives priorities are met, organizational goals are achieved, and best practices are upheld.

- Conserve the Executives time by reading, researching, collecting, and analyzing information as needed, in advance.

- Perform administrative and office support.

- Complete personal errands for the Executive team as needed.

- Manage Benefits, Expense and Tax reports for the Executive team on a consistent basis.

- Manage schedules for conference and community spaces, assisting department leads with set up and break down of meetings in conference rooms.

- Assist in coordinating employee events such as company holiday party, employee appreciation, etc.

- Monitor and order supplies for Executive Lounge, as well as keeping the Lounge clean and fully stocked; sometimes needed to go on company shopping trips.

- Assist Day Porter with the regular maintenance and restocking of breakrooms; manage food supply in office common spaces (fruit, bread station, etc.) as needed.

- Distribute mail to appropriate individuals within the office.

- Assist with department projects as needed