Executive Assistant [United States]

 

Job Summary

Supports the Re-Bath® Executive staff including CEO, CRO, CFO, COO, and others as needed by performing the following. Other duties may be assigned as required.

Essential Duties

• Anticipate needs and provide high-level administrative support to multiple executives

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Calendars

• Manage complex calendars and schedules
• Ensure executives have prior knowledge of meetings and provide support on information and or presentations needed for meetings

Travel & Events

• Coordinate complex international and domestic travel arrangements for all executives, providing digital and printed itineraries.
• Maintain all travel documentation for executives for international and domestic travel
• Book and track travel including hotels, airfare and car rentals for office staff as needed, potential franchisees and job candidates.
• Organize executive events, socials, team off-sites, etc. including travel, entertainment and dining.
• Coordinates Board of Director’s meetings: sends invites, sets up Teams meetings, orders food. Coordinates travel for executives and/ board members for in-person meetings.
• Sets up Advisory Council meetings, sends invites, set up Teams meetings, records and sends minutes and may manage travel for council members and set up off site lodging and conference space, if needed.
• Supports the executive team at the annual Owners’ Retreat and other conferences with travel, food & beverage, agenda and meeting information and presentation development as required and other conference presentations.
• Arranges and prepares site for Franchisee Discovery Day including: initial contact to Prospects; offer travel and hotel arrangements, prepares meeting agenda and bio information for distribution to presenters, prepares lobby welcome sign, welcome kit and card, follows up with Prospects on all details, orders food for meeting and prepares follow up survey to prospects.
• Managing Corporate tickets and hospitality

Communication

• Navigate complex matrixed organizations and enhance organizational communications while acting as an escalation point of contact for issues
• Project manage milestone reporting by working with cross functional stakeholders to ensure timely delivery as needed
• Acts as point person for coordination and communication on behalf of executives as needed.
• Answers phone calls and forwards to appropriate people. Updates voice mail greetings.
• Send out greeting cards to vendors, company partners and franchisees for birthdays, anniversaries, etc.
• Sets up Teams video conference calls, webinars and other meetings as necessary.
• Helps facilitate communications to staff and franchisees on behalf of CEO including, but not limited to, the details, instructions and deadlines for voting on the advisory council.
• Interact regularly and build relationships with executives, department leads, staff and franchisees across various teams at Re-Bath
• Distributes incoming and outgoing mail.

Administrative

• Perform non-administrative ad-hoc projects such as preparing reports and presentations, and gathering insights, research, and information to inform decision making
• Prepares expense reports as needed/requested.
• Prepares office supply list for orders.
• Provide personal assistance to executives such as family travel, gifts and cards for holidays, birthdays, etc.
• Other duties, as assigned.
• Help with various administrative and office duties as assigned

Knowledge, Skills & Abilities:

• Ability to quickly learn new technologies, programs and applications
• Highly organized and detail oriented with a proactive work-style
• Strong scheduling / coordination skills and comfortability with last-minute changes
• Thrive in a fast-paced, quickly changing environment with an optimistic approach to work and life
• Ability to maintain a professional, courteous attitude when working with internal and external customers.
• Presents willingness to switch responsibilities with little or notice, i.e., when needed as backup for other areas.
• Incredibly proactive and able to take initiative and work efficiently with little direction
• Excellent oral and written communication skills
• High level of professional integrity and confidentiality
• Advanced skills in Outlook, Word, Excel, Power Point and internet navigation, as well as ability to operate various office machines..
• Advanced skills in operating phone systems, navigating apps and ability to learn and use Software programs as needed.
• Demonstrates initiative and flexibility on the job and is a team player.
• Ability to read, analyze, and interpret general business correspondence or procedures.
• Ability to write basic business correspondence or follow general written instructions.
• Ability to effectively present information, verbally and in writing, and respond effectively to questions from various people.
• Ability to solve practical problems and realize cost savings when appropriate.
• Ability to follow instructions furnished in written or oral formats.

Education and/or Experience

• Minimum 2 – 4 years of experience in similar EA position.
• Minimum of a high school diploma.; some college preferred.
• Any equivalent combination of training and similar experience that provides the required
• knowledge, skills, and ability may qualify.
• Experience with making travel arrangements preferred

We enjoy a Hybrid work model with 1-2 days per week working from home.

Salary 80,000 plus bonus opportunity

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