Executive Assistant

General Description

This is not a traditional Executive Assistant role. We are seeking a business-minded leader who combines strategic thinking, operational excellence, and executive partnership to help drive organizational priorities and deliver results!

Job Summary

The Executive Assistant is responsible for providing high-level administrative support and assistance to the President of Forever Living Products International. The role plays a pivotal role in ensuring the President’s ability to lead and manage the global operations of the organization by being proactive and organized, anticipating needs and managing schedules/time zones.

Essential Duties/Responsibilities/Functions

• Administrative and Operational Support:

• Conduct research, gather and analyze data to provide insights that assist in decision-making.
• Organize and maintain files, spreadsheets, records, and documents, ensuring information is easily accessible and up to date.
• Handle ad-hoc projects as assigned, managing them independently to completion.
• Track outstanding action items and deadlines on behalf of the President.
• Uses graphic design abilities and creativity to prepare and/or finalize presentation/training materials, flyers, announcements, etc.
• Prepares, obtains approval, distributes and maintains meeting agenda and minutes as requested.
• Collaborates with IT as needed on behalf of the President for equipment repair and/or replacement.
• Prepares items for FedEx, ensuring deadlines are met and proof of delivery is received and tracked.
• Manages expense reports.
• Approves invoices or escalates when needed.
• Covers document signing.
• Manages Global Activity program.
• Handles international communications and follow-up.
• Attends and takes notes on most calls.
• Strategic Support and Decision-Making:
• Able to think outside the box, anticipate needs and think ahead, preparing for potential scenarios and providing proactive support to minimize disruptions.
• Utilizes sound judgment to make decisions and solve problems independently when required, ensuring the President’s time is freed up for strategic priorities.
• Continually looks for better ways to organize the President and department to improve efficiency, quality, convenience and compliance; and eliminates clutter and administrative inefficiencies.
• Communication Management:
• Maintains a friendly, warm, and welcoming attitude toward visitors, immediate team members, and colleagues across the Company.
• Cultivates trusting relationships by being approachable and willing to assist beyond assigned duties, establishing a reputation as a vital contributor to the Company’s success.
• Represents the President, department and Company in a professional and appropriate manner at all times.
• Qualifications & Skills Required To Perform Job Duties
• Ability to be self-directed and take initiative.
• Exceptional written and verbal communication skills, including proper spelling and grammar.
• Exceptional verbal communication skills, including the ability to speak clearly and positively and handle sensitive and confidential situations while relaying messages accurately and completely.
• Strong decision-making abilities and the capacity to work with minimal supervision.
• Excellent computer skills and high level of proficiency in calendaring, scheduling, and document management software (e.g., Microsoft Office).
• Strong PowerPoint skills required.
• Proficiency with What’s App, social media, internet research, Monday.com and coordinating Zoom/Microsoft Teams group calls.
• Strong proofreading skills and attention to detail.
• Handle sensitive and confidential information with the highest level of professionalism and with the utmost discretion, including business strategies, personal and personnel matters.
• Flexibility to adjust to changing priorities and the ability to anticipate potential challenges.
• Ability to work in a fast-paced environment, where priorities regularly change, and handle high-pressure situations with poise.
• Multi-tasking, versatility and adaptability are key.
• Desire and commitment to invest in self, continue skill development, and knowledge advancement to stay current with trends, tools, etc.
• Education And/Or Experience Required To Perform Job Duties
• Must have strong experience as a C-suite/executive level Executive Assistant, with ability to be on-call 24/7 (although not typical, must be accessible/available/responsive particularly when executive is traveling internationally).
• At least 7+ years of administrative experience is required; or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience in a global organization.
• Bachelor's degree or equivalent combination of administrative certification/coursework, education, and work experience is desired.
• Must have valid passport and ability to travel as needed.
• Physical Requirements To Perform Job Duties
• Climb stairs, walk/move throughout the building on a variety of surfaces including concrete, tile, wood and carpet.
• Work mostly indoors in a climate-controlled environment; walk outdoors in breezeways and parking garage as needed to move throughout the building.
• Stand/remain standing for several hours, up to 2 hours at a time.
• Sit/remain seated at a computer for up to 8 hours a day, usually 4 hours at a time.
• Use a telephone, computer with dual monitors, keyboard and mouse for up to 8 hours a day, usually 4 hours at a time.
• Use general office equipment including copier, fax, scanner, hole-punch, etc., daily.
• Bend forward, kneel, stoop and/or squat occasionally.
• Turn and twist frequently.
• Reach down, forward and overhead frequently.
• Lift and move boxes or items weighing up to 30 lbs.

Benefits

Not specified

Pay

Not specified

Schedule

Not specified