Executive Assistant

GENERAL DESCRIPTION:

Responsible for a wide range of advanced, diverse, and confidential administrative duties in a C-Suite environment requiring sound technical and communication/interpersonal skills. The sensitivity of this position requires confidentiality in all services and functions provided, with moderate authority to exercise independent judgement and resolve problems in order to achieve company objectives.

Support will be given in a way that is professional and cohesive with the mission and vision of the organization, and in line with The High Philosophy. Under limited supervision, this position provides diverse administrative, secretarial, and personal support by performing a wide range of routine and non-routine duties concurrently with ease and professionalism. Individual will be confident, proactive, flexible, and adaptable in daily activities. This position relies on broad experience and sound judgement to plan and accomplish goals in a timely, professional, and confidential manner. This position supports executives who work both in the office and remotely.

Responsibilities also include tasks as assigned by the Executive Assistant/Office Manager that promote achievement of company objectives.

EXPERIENCE, TRAINING AND/OR EDUCATION REQUIRED:

Associates’ degree or higher in a complementary field is preferred. Three to five years’ progressive administrative experience is preferred, with a minimum of three years’ experience in a C-Suite environment preferred. The position requires:

• Advanced utilization of Microsoft Office software, particularly PowerPoint, Excel, Outlook, Teams, OneDrive and SharePoint.
• Excellent organizational skills with ability to multi-task
• Excellent written and verbal communication skills are imperative
• Must be acutely detail-oriented
• Must be comfortable in a fast-paced, corporate/C-Suite environment
• Must demonstrate a customer service approach to all assignments, tasks and support provided
• Confidentiality is critical to this role.
• Effective use of the Internet

LICENSES, CERTIFICATES OR REGISTRATIONS REQUIRED:

• Valid driver’s license
• PA Notary Public preferred

REPORTING RELATIONSHIPS:

Reports directly to the Executive Assistant/Office Manager. Performs day-to-day functions for the President/Chief Operating Officer of High Industries, Inc., and Chief Strategy Officer of High Company, LLC, and provides administrative support to the Corporate Marketing Manager and the High Industries, Inc. Business Unit Presidents.

ESSENTIAL JOB FUNCTIONS:

• Manage extremely active business and personal calendar/schedule of Executive Team members to ensure the executive is operating efficiently. Performs functions that do not require their direct attention and attempt to keep their time as uncluttered as possible. Assure that executives have relevant files and are prepared for meetings and/or travel.
• Manage multiple diverse assignments simultaneously and with acute attention to detail. Research, collect, and present information to facilitate decision-making, both by assignment and as required. Prepare documents including, but not limited to, PowerPoint presentations, Excel spreadsheets or Word documents.
• Coordinate and schedule meetings with all attendees, prepare agendas, compile and prepare meeting materials or monthly reports, and take minutes for senior management-level meetings/committees. Compile and follow-up on action items, as required.
• Manage internal meeting arrangements including room reservations; virtual meeting connection; and meals, refreshments, and/or beverage service.
• Process and maintain expense reports for executives, including collection and documentation of receipts and invoices.
• Manage commitments to outside organizations, including travel arrangements, meeting arrangements, and/or special projects, as needed.
• Coordinate and maintain collection of photos from all business units highlighting current projects and activities.
• Interact with all levels of the organization on behalf of senior management. Maintain complete confidentiality and appropriate handling of sensitive information.
• Answer incoming phone calls on behalf of executives.
• Plan, coordinate, and execute events for coworkers on behalf of executives.
• Participate as a collaborative member of the Executive Administrative Support Team, recognizing the importance of the team concept as adopted by High. Provide back-up and general workflow for Executive Administrative Team members. Assist with execution and coordination of special events, as requested. Attend company functions, as required.
• Support corporate Board and/or committee meeting logistics.
• Approaches all assignments, tasks and support provided with a customer service mindset
• Support preparation and execution of corporate employee and leadership annual meetings, including but not limited to information collection, logistics, and other support as requested.
• Maintain a comprehensive and current knowledge of organizational structure, personnel, and their functions within the organization.
• Demonstrate the tenets of The High Philosophy, abide by the requirements of the Code of Ethics, and support the policies of the organization as a responsible employee, providing a model for others to follow.

MARGINAL JOB FUNCTIONS:

• May serve on and/or chair various company committees, as appointed.
• Promote the interests and favorable image of High. Support and sustain the value of The High Philosophy.
• Perform special assignments as directed and all other related duties as assigned.