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Executive Assistant

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White Cap

14d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Atlanta

AI generated summary

  • You need 5+ years supporting C-Suite executives, interacting with board members, a BS/BA or MS/MA, and strong clerical, administrative, and customer service skills. Certification may be required.
  • You will provide strategic support to executives, manage schedules, coordinate meetings, handle travel, track expenses, and oversee special projects, ensuring smooth operations and communication.

Requirements

  • Previous experience supporting C-Suite executives and interacting with board of directors' members.
  • Typically requires BS/BA in a related discipline. Generally, 5-8 years of experience in a related field OR MS/MA and generally 3-5 years of experience in a related field. Certification is required in some areas.
  • 5+ years' related clerical/administrative experience
  • Customer service experience
  • Previous experience supporting C-Suite executives and interacting with board of directors' members.

Responsibilities

  • Responsible for direct support for executive(s), serving as a strategic partner to understand and anticipate their needs and priorities. Ensures high-quality administrative and operational support across the organization. Provides administrative support to leaders, managing schedules, communications, and key projects. Ensures smooth operations, handles confidential matters, and facilitates efficiency in achieving business goals.
  • Demonstrates collaboration, accountability, trust, and execution. Maintains a comprehensive understanding of department policies and procedures to effectively execute responsibilities.
  • Reviews upcoming meetings to ensure leaders have necessary information for productivity. Distributes meeting materials timely to appropriate stakeholders. Launches and delivers scheduled meetings, including meal planning, requesting agenda items, and preparing necessary data in advance.
  • Ensures expense reports are accurate and complete. Tracks and processes expenses, submits invoices, and handles reimbursements. Approves expense reports and purchase orders for executives’ direct reports. Manages reconciliation of corporate credit card expenses, ensuring accuracy and timeliness.
  • Uses discretion and judgment to prioritize meetings and manage information flow to executives. Serves as the primary communication hub, managing incoming requests and information from administrative staff. Ensures smooth communication between administrative teams.
  • Collaborates with leaders, administrative support team, and associates to drive alignment and execution of priorities.
  • Manages special projects or initiatives, ensuring deadlines are met and progress is tracked.
  • Plans and organizes travel, including flights, accommodations, itineraries, and transportation. Manages travel requests and approvals appropriately.
  • Maintains highly confidential and specialized information, utilizing an in-depth understanding of organizational policies, procedures, and operations.
  • Engages with stakeholders, including management, coworkers, clients, vendors, contractors, and visitors. Acts as an extension of the CEO and executive team. Screens and responds to phone calls and correspondence, prioritizing messages.
  • Organizes and maintains files and records for accessibility and organization. Drafts, proofreads, and edits correspondence, reports, presentations, and other documents.
  • Identifies key barriers/core problems and applies problem solving skills in order to deal creatively with complex situations. Troubleshoots and resolves complex problems. Makes decisions under conditions of uncertainty, sometimes with incomplete information, that produce effective end results.
  • Independently performs assignments with instruction limited to the expected results. Determines and develops an approach to solutions. Receives technical guidance only on unusual or complex problems or issues.
  • May oversee the completion of projects and assignments, including planning, assigning, monitoring and reviewing progress and accuracy of work, evaluating results, etc. Contributes to employees' professional development but does not have hiring or firing authority.

FAQs

What is the primary responsibility of the Executive Assistant at White Cap?

The primary responsibility of the Executive Assistant is to provide direct support to executive(s), serving as a strategic partner to understand and anticipate their needs and priorities while ensuring high-quality administrative and operational support across the organization.

What types of tasks will the Executive Assistant manage?

The Executive Assistant will manage tasks such as scheduling meetings, handling communications, supporting key projects, organizing travel, processing expense reports, and maintaining confidentiality regarding sensitive information.

What qualifications are required for the Executive Assistant position?

Typically, the position requires a BS/BA in a related discipline with 5-8 years of experience in a related field, or an MS/MA with 3-5 years of experience. Certification is also required in some areas.

Is previous experience supporting C-Suite executives necessary?

Yes, previous experience supporting C-Suite executives and interacting with board of directors' members is preferred for this position.

What is the work environment like for the Executive Assistant role?

The work environment is primarily indoors, comfortable, and typically involves sitting for long periods with occasional opportunities to move about. Overnight travel may be required less than 10% of the time.

How does the Executive Assistant contribute to the organization’s goals?

The Executive Assistant ensures smooth operations, handles confidential matters, and facilitates efficiency in achieving business goals by collaborating with leaders and managing information flow effectively.

Are there any specific software skills or tools required for the Executive Assistant role?

While not explicitly listed, proficiency in administrative tools and software that support scheduling, communication, and project management is typically expected for this role.

What personal attributes are important for success in this position?

Important personal attributes for success include collaboration, accountability, trustworthiness, and strong problem-solving skills to navigate complex situations effectively.

How many years of clerical or administrative experience are preferred?

A preference for 5+ years of related clerical/administrative experience is noted for candidates applying for the Executive Assistant position.

How does the Executive Assistant act as a communication hub?

The Executive Assistant serves as the primary communication hub by managing incoming requests and information from administrative staff, ensuring smooth communication between teams, and prioritizing messages for the executives.

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White Cap

Building Trust on Every Job

Real Estate
Industry
5001-10,000
Employees

Mission & Purpose

White Cap is a one-stop-shop providing concrete accessories and chemicals, tools and equipment, building materials and fasteners, erosion and waterproofing and safety products to professional contractors. From hard-to-find products to technical expertise to jobsite training, White Cap supports professional contractors in non-residential, residential and infrastructure end markets with everything they need to keep their projects moving on time, on budget, and as safely as possible. As the leading North American distributor for professional contractors, the White Cap family consists of multiple brands in the U.S. and Canada. White Cap operates approximately 450 branches across North America with more than 9,500 employees supporting approximately 200,000 customers across 15 construction trades.