Executive Assistant

JOB SUMMARY

The Executive Assistant supports executive leaders. The Executive Assistant will manage administrative functions for the team including calendar needs, travel, and necessary communications on behalf of the leaders.

Professionalism and confidentiality with senior leaders, other employees and external contacts are crucial to building essential relationships and appropriately representing Heritage and respective groups. Excellent judgment, decision making capability, attention to detail, a strong sense of accountability and creative problem-solving skills are crucial to ensuring success in the role.

ESSENTIAL JOB FUNCTIONS

• Ensures Health & Safety is the number one goal by following policies, processes, and acting in a safe manner at all times.
• Coordinates and manages the leader's schedule by planning and scheduling meetings, conferences, teleconferences, prioritizing functions, and appointments, ensuring that meetings, deadlines, presentations, and logistics are handled seamlessly
• Enhance the work of the leaders through general assistance and organizational support on a daily basis to include day to day interaction and facilitation of internal and external request and various aspects of interdepartmental communication
• Writes reports on the status of major projects, after meeting action item reports, and other reports and updates that keep the leader informed at all times on the status of assignments, projects, and general operations
• Act as a representative of the company by properly managing brand, flow of information and confidential data.
• Sets up and plans leaders staff meetings logistics, agenda preparation presentations and general flow to ensure successful outcomes of every meeting
• Creates spreadsheets and charts, PowerPoint presentations, visual representations, and diagrams
• Develop agendas, track/capture action items for pre-planning meetings and post meetings
• Prepare reports by collecting and analyzing information related to the organization and leader's work
• Provide historical reference by developing and using filing and retrieval systems; and, creating written notes or taking minutes at meetings
• Develop and prepare presentations for leader's meetings that are highly professional and graphical from data, outlines and with limited direction
• Implement ongoing process improvements using technology and best practices to facilitate the effectiveness of office operations
• Coordinate and book all travel for Management Team, as well consolidate, and reconcile expense reports
• Facilitate planning for and execution of required technology, hospitality, and space/logistics for meetings
• Maintain the accuracy of organizational and corporation documents
• Enhance the Leadership Team's performance by accepting ownership for accomplishing new and different requests.
• Attend meetings to take notes or minutes as requested
• Act as a liaison with other departments and outside agencies, including high-level leadership, and always maintain the highest level of confidentiality
• Special projects and duties as assigned
• Provides excellent customer service and respond promptly and professionally to both internal and external parties

REQUIRED EDUCATION, EXPERIENCE, SKILL AND ABILITIES

• Education/Experience: Minimum Associates degree in Business Administration, Human Resources, Communication, or related discipline with a at least 5 years' experience supporting executives: Vice-President, President, COO, CEO is required OR In lieu of degree a minimum 7 years' experience supporting executives: Vice-President, President, COO, CEO is required.
• Trustworthy and competent in handling highly confidential information/materials. Must understand the sensitive nature of working in the executive office and have good judgement, problem solving skills and maintain the highest levels of confidentiality, professionalism, and integrity
• Must have the ability to set priorities, foresee future needs and act proactively rearrange those priorities quickly when needed Must be proactive and service-oriented who diligently follows up and follows through
• Must be able to anticipate and fulfill the business needs of executive leadership
• Must be comfortable operating in a fast-paced environment
• Must be flexible and adaptable in the face of changing priorities and able to recognize the strong sense of urgency often associated with these changes
• Must have excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization including senior executives, and Board members
• Must have advanced- level expertise with the full MS Office Suite
• Expert level in coordinating event planning/management, travel, and business meetings
• Must project a positive, collaborative, professional demeanor at all times
• Must have the ability to solve problems and meet deadlines with a great level of flexibility
• Ability to travel as necessary for business needs.
• Ability to prioritize in a high stress, fast paced environment
• Excellent eye for detail
• Ability to work looking at a computer screen or screens for 8+ hours per day
• Willingness to work outside of normal operating hours as needed

PERSONAL CHARACTERISTICS

• Impeccable integrity
• High level of professionalism and utmost discretion
• High quality of work standards
• Authentic, clear, and committed communicator
• High level of initiative and results orientation
• Presence and poise to work effectively with company leadership and in interactions with important external players (e.g., visiting customers)

The individual in this role plays a pivotal role in the success and effectiveness of the management team across multiple areas of the organization and as a result the organization as a whole.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business documents in English required. Ability to write documents, reports, business correspondence, and procedures in English required. Spanish speaking, reading, and writing would be beneficial.

COMMITMENT TO SAFETY

Our first commitment is to safety – the safety of every employee, customer, supplier, contractor, and visitor. Nothing we do can become more important than our safety performance. Our goal is simple: the complete elimination of injuries, occupational illness, unsafe practice, and environmental harm. While management is leading the company's safety initiatives, each employee is responsible for following safety rules and regulations, stopping unsafe activities, and participating to support an enhanced safety culture. To achieve the company's ultimate safety goal of zero incidents, each employee must pledge to hold themselves to the highest safety standards in accordance with our 6Safety principles: Stopping Unsafe Work, Assessing the Risks, Following Procedures, Eliminating the Risks, Taking Steps to be Healthy, and Yielding the Rewards.

REASONING/PROBLEM SOLVING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions.

DECISION MAKING

Makes decisions daily on use of resources and within areas of control.

PHYSICAL DEMANDS

Occasional standing, carrying, reaching, grasping, stooping, crouching, sitting, and walking. Good hand/eye coordination. Fine motor skills. Use of hands and fingers, handle, or feel objects, tools, or controls. Reach with hands and arms. Manual lifting up to 50 pounds. Requires speaking, listening, and acuity in English: Spanish abilities would be preferred.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those the employee may encounter while performing the essential functions of this job.

• Typically, not exposed to extreme environmental conditions.
• Office environment most often.
• Able to carry a Heritage phone and be "on-call" after normal working hours to receive remote calls from leadership to communicate in situations or on other urgent matters.

POSITION LOCATION & TRAVEL

• Indianapolis, IN
• Minimal travel (<10%) and only as necessary for the role

COMPANY OBJECTIVE

The Company 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.

Current Openings for Executive Assistant Jobs at Heritage Environmental Services