Description

Reporting directly to the President, the Executive Assistant II provides direct executive support in a one-on-one working relationship by executing a broad range of administrative tasks and responsibilities to guide and improve the efficiency of the President and the leadership teams process for achieving goals. The Executive Assistant II performs diverse administrative duties and functions requiring analysis and use of confidentiality, discretion, initiative, discipline, and sound decision-making. The Executive Assistant II thinks and works independently and anticipates, rather than responds to, the needs of the President and serves as the primary gatekeeper of all records, leadership team meetings, and correspondence of the President; organizes and coordinates executive outreach and external relations efforts in a manner that promotes the professional image of the President and company. The Executive Assistant II also serves as a liaison to the Board of Directors and leadership team. Is knowledgeable of corporate policy and is often called upon to interpret and communicate the executive’s intent to other managers.

 

ESSENTIAL FUNCTIONS:

  • Executes a broad variety of administrative tasks for the President, board of directors, and when necessary, assists the leadership team.
  • Strategically analyzes President’s calendar to increase President’s bandwidth and effectively manage usage of President’s time and focus.
  • Takes lead in planning, scheduling, and coordinating meetings with internal and external customers, both on-site and off-site.
  • Leads organization, note taking, and keeping track of weekly L10 meetings to ensure each leadership team member is held accountable for overall company goals, KPI metrics, to-do tasks, and communication of departmental IDS (identify, discuss, solve) matters.
  • Maximize efficiency by assisting and building out processes for increased organization and unified workstreams.
  • Enable the President to focus on the company’s mission through proactive employee, customer, and safety engagement activities.
  • Efficiently manages the Administration Office to improve office efficiency and help aide in the achievement of the company’s goals.
  • Coordinates and composes confidential information from a variety of sources for inclusion in technical reports and presentations.
  • Performs independent research and prepares information for special projects as assigned for President’s review.
  • Assists in the preparation of presentations, technical papers, proposals and routes documents for review, approval, and execution.
  • Takes independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between
  • Coordinates and schedules complex and detailed travel plans, itineraries, and compiles documents for travel-related meetings.
  • Maintains communications with customers, vendors, and employees as a representative of the company in a courteous and respectful manner.
  • Processes invoices for payment and responsible charge card activity for expense
  • Prepares confidential correspondence and other
  • Screens all incoming calls, mail, and inquiries before delivering to President and leadership team.
  • Schedules conference rooms and arranges catering for various meetings/events.
  • Attends meetings and functions as
  • Manages multiple projects and
  • Manages Office Supply budget and process responsibly and efficiently.
  • Performs special duties and other projects as
  • Adheres to all company
  • Accomplishes all tasks as appropriately assigned or

 

KNOWLEDGE AND SKILLS:

  • Strong written, proof-reading, and communication skills with a high level of attention to detail and the ability to concentrate for appropriate periods of time when reviewing and finalizing confidential company documents being routed for review and execution prior to delivery.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal skills and the ability to develop relationships and work collaboratively with stakeholders, including staff, board members, and external customers.
  • Dependable and proactive; operates with a strong sense of urgency.
  • Highly resourceful team-player with the ability to also be extremely effective independently.
  • Seasoned administrator knowledgeable in administrative procedures, systems, computer file management, and hard copy file management.
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  • Ability to use discretion and keep sensitive material
  • High level of expertise and experience working with various Microsoft Office Suite programs, SAP, Esker, Smartsheet, ADP, Cornerstone and various virtual meeting platforms.
  • Ability to organize workload, prioritize and manage several diverse projects simultaneously.
  • Understanding of the maritime industry and related

 

 

MINIMUM QUALIFICATIONS: This position generally requires a high school diploma along with eight to ten years of related office experience.

 

WORKING CONDITIONS: Work is mostly performed in a normal office environment. May be required to work more than a normal workweek, including weekends. Travel may also be required.  Regular and predictable attendance is a requirement.

 

PHYSICAL/MENTAL DEMANDS: While performing the duties of this job, the employee is frequently required to sit; use hands or fingers; handle or feel; talk and hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

 

POSITION CONTENT:  This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, these requirements may change over time. Management reserves the right to modify, add or remove duties and assign other duties as necessary.

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