Executive Assistant

Executive Assistant Summary

The Executive Assistant provides administrative support to President of Envita Solutions. May also support other leaders and stakeholders within the company on a secondary basis. Professionalism and confidentiality with other employees as well as decision-making capability, detail orientation, sense of accountability, and creative problem solving are crucial to ensuring success in the role. The Executive Assistant must be able to work effectively in a hybrid environment (remote/office) and take initiative in the role and tasks to complete. Must be team-oriented and possess the ability to proactively manage and prioritize multiple tasks with the utmost integrity.

How You'll make an Impact

• Ensures Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.
• Proactively provide administrative assistance and organizational support to the President, including fielding internal and external requests and managing various communications. Support appropriate time management of the President's calendar as needed.
• Maintain calendars by coordinating and scheduling meetings, conferences, teleconferences, functions, and appointments while ensuring seamless execution of related logistics and adherence to deadlines; make travel arrangements as requested.
• Coordinates travel, meals, business entrainment, meetings and event planning for President and leadership team, customers, vendors or other employees as requested. This will also include arrangements for required technology, hospitality/catering, and space/logistics; prepare meeting agendas and track and capture meeting action items.
• Support the execution and timeliness of delivery of President's recognition or acknowledgement to employees, customers, vendors, or others as requested.
• Support the effective administration of draft letters, documents, contracts, presentations, spreadsheets, charts, and graphs as requested; maintain and ensure accuracy of organizational documents. Support appropriate legal signature and file management for President.
• Reconcile, code, and upload documentation for monthly expenses; code, submit, and track vendor invoices.
• Collaborate with other Executive Assistants across The Heritage Group of operating companies and corporate group
• Other duties and projects as assigned.

Envita believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the company to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

What You'll Need to Succeed

• High school diploma or GED required
• Bachelors degree in business administration or other related degree beneficial
• Minimum three (3) years' experience supporting executive level roles in an administrative role
• Must understand the sensitive nature of working in the executive office and have good judgement, problem solving skills, and ability to maintain the highest levels of confidentiality and integrity
• Must be highly responsive to tasks, inquiries, requests that represent the President and/or leadership team
• Must be able to work independently, self-motivated and operate effectively with little direction
• Must be comfortable operating in a fast-paced environment and balancing a hybrid work model (remote/office)
• Must have excellent written and verbal communication and interpersonal skills
• Must project a positive, collaborative, and professional demeanor at all times
• Demonstrated ability to anticipate needs, meet deadlines, and adapt in the face of changing priorities
• Support and represent the culture and values of Heritage Interactive
• Commissioned Notary in Indiana is beneficial
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) required; knowledge of Teams and/or SharePoint preferred

A post offer drug screen and background check are required.

Current Openings for Executive Assistant Jobs at zzEnvita Solutions