Executive Assistant to COO

Job Summary

The Executive Assistant role provides specialized administrative support and assistance to the Chief Operating Officer (COO). Other responsibilities include administrative support to senior staff by conducting research, preparing correspondence, receiving visitors, arranging conference calls and scheduling executive meetings.

Executive Assistant/ Administrative Duties

• Provide support and assistance to COO and executive staff
• Anticipate the needs of the COO; implement administrative processes that improve the COO’s efficiency and that of the overall executive team
• Manage COO’s calendar e.g., schedule meetings with staff or set up and maintain travel
• Draft communications, memos, invoices, reports, etc. and arrange for conference rooms
• Respond to requests, phone calls and correspondence
• Schedule and attend meetings on behalf of executives and other employees; take notes and record minutes
• Receive incoming communications including emails on behalf of COO. Review content, determine importance, and summarize and/or distribute to appropriate staff
• Set up and maintain COO travel arrangements
• Monday morning meetings; review previous week and preview upcoming week
• Cookbook workflow to ensure executive staff activities e.g., goals, objectives, projects, and timelines are on track for completion
• Cookbook submission of materials for COO review
• Support creation of presentations and background information for VMTS meetings
• Manage logistics for key meetings, including IT, meeting location, and lodging

Workplace Culture

• Model Van Marcke values and commitment to delivering quality services to our customers
• Contribute to a diverse and inclusive work environment where team members experience a sense of belonging and purpose
• Learn, grow, and work together in support of global customer and employee success

Education and Experience

• Bachelor’s degree in Business Administration or related field preferred
• 6+ years of increasingly challenging administrative/office experience
• 2+ years of experience as a senior level administrative assistant
• Strong proficiency with MS Office; advanced Excel skills, experience in V-lookups and pivot tables strongly preferred
• Type a minimum of 50 words per minute
• Conveys a professional approach, demonstrates honesty, integrity and respect
• Working knowledge of wholesale, retail or manufacturing industries is a plus
• Some travel required

Knowledge and Skills

• Demonstrated success in a senior level administrative position
• Extensive knowledge of office administration, clerical procedures, recordkeeping systems, and relevant business processes
• Hightly proficient in Microsoft Office Suite, advanced knowledge of Excel and PowerPoint
• Excellent listening, verbal, and written communication skills
• Excellent organizing and planning skills, ability to manage multiple projects and priorities
• Strong time management skills resulting in consistently achieved milestones
• Detailed with high degree of accuracy
• Experience using SAP is a plus
• Contributions productively in a high-paced and at times stressful environment
• Excellent customer service skills, enthusiastic about working for Van Marcke Trade Supply and a passion for working with internal and external customers
• Works both independently and collaborates as part of a team; involves others in decision making process when necessary
• Flexible and open to new ideas and responsibilities, handles pressure, adjusts to changing needs

Physical Requirements and Working Conditions

• Regular computer use throughout the day, ability to sit for lengthy periods of time
• Ability to stand, walk, reach with hands/arms; balance, stoop or kneel
• Lift/push/pull/carry various objects of 5 lbs. frequently and 10 lbs. occasionally
• Stand and walk on hard surfaces, and go up and down stairs
• Ability to talk, see, and hear to interact with leadership, staff and associates
• The noise level in this open work environment setting is usually moderate or above.

Benefits

• Comprehensive benefits package includes Medical, Dental, Vision and Life Insurance 100% paid for by Van Marcke for the employee

Disclaimer

This is not necessarily an exhaustive list of all the responsibilities, duties, skills, efforts, requirements or working conditions associated with the Executive Assistant job title. While this is intended to be an accurate reflection of the current job, the management team reserves the right to revise the job description or to require that other or different tasks be performed as assigned.