Executive Assistant

JOB SUMMARY / DESCRIPTION

The ECRS Executive Assistant is responsible for managing and prioritizing the day-to-day tasks of the President and CEO. This person utilizes acute organizational skills and a high degree of emotional intelligence to provide proper prioritization and execution to the required work of the President and CEO.

RESPONSIBILITIES

COMMUNICATIONS

• Provide content development assistance, such as writing and editing e-mails, drafting memos, handwritten notes, and/or corporate communications, and preparing communications on the executive's behalf.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Acutely understanding the company's values, vision, mission, and voice to effectively communicate at an executive level.
• Maintain comprehensive and accurate records including meeting minutes.
• Prepare and provide agendas for meetings.
• Manage the executive's contacts and response times to conversations across various channels.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours.

ORGANIZATION

• Thoroughly reviewing inboxes to provide a clear list of priority for responses and archiving unnecessary communications.
• Organizing meetings, including scheduling, sending reminders, and coordinating catering when necessary
• Managing the Executive's calendar, including making appointments and prioritizing the most sensitive matters
• Managing outstanding tasks that the Executives' have delegated to ensure proper follow up and completion of tasks occur.
• Maintain and refine internal processes that support Executives companywide and coordinate internal and external resources to expedite workflows.
• Plan and orchestrate work to ensure that Executives' priorities are met, organizational goals are achieved, and best practices are upheld.

TRAVEL

• Manage the Executive's travel including preferred travel methods, travel logistics and activities, accommodations, transportation, meals, and customer/partner hospitality events.
• Prepare and accurately execute expense reports.

GENERAL

• Maintaining a high degree of professionalism and absolute confidentiality with all materials and information, especially decisions directly impacting the global operations of the company.
• Conserving the Executives' time by reading, researching, collecting, and analyzing information as needed, in advance and preparing concise overviews.
• Identifying areas of concern and possible solutions
• Complete ad hoc projects as assigned - such as personal events and/or family needs.
• Assisting in administrative duties such as time-off requests, gathering information and documentation, providing recommendations on approvals, etc.
• Support HR Administrator with coordinating internal and annual corporate events pertaining to ECRS employees.

QUALIFICATIONS

EDUCATION / EXPERIENCE

• 3+ years of Executive Assistance or Project Management experience
• Technologically savvy
• Experience with the following system preferred:
  • HubSpot Marketing Software
  • Microsoft Office 365
  • JIRA

ESSENTIAL QUALITIES

• Emotional Intelligence Skills. The Executive Assistant has a strong business sense and can decipher priorities and make sound judgment calls when needed. They operate with the highest degree of professionalism, confidentiality, and discretion and are able to perceive, interpret, demonstrate, control, evaluate, and use emotions to communicate with and influence those they interact with. Must be able to remain cool and level-headed through varying degrees of stressful situations.
• Adaptability skills. The Executive Assistant must be able to quickly adapt and flex to the fast-paced environment and changing needs of the executives. This role requires the ability to pivot quickly from one issue or task to the next while maintaining composure and organization throughout the day. Must be able to think outside the box and respond with urgency.
• Communication skills. The Executive Assistant must be able to communicate effectively with a broad range of individuals including employees, stakeholders, partners, customers, and industry relations. They must be able to communicate in a confident and professional manner that uniquely captures and conveys the core values, mission, and goals of the organization.
• Decision-making skills. The Executive Assistant often must choose between competing priorities put forward by staff and outside parties to allow the Executives to execute the most effective and meaningful work for the organization daily.
• Independent Thinking skills. The Executive Assistant must be able to think and make sound judgements and decisions, often with little to no input, on behalf of the President, the CEO, and the greater organization.
• Organizational skills. The Executive Assistant must be able to manage their time and priorities efficiently, as well as the Executives. Must be able to balance multiple initiatives and campaigns simultaneously, playing different roles and participation levels in each project according to department and organizational needs. Excellent communication and time management skills; proven ability to meet deadlines. Able to find any piece of information in five minutes or less due to advanced and fine-tuned organizational systems.
• Service skills. The Executive Assistant must be dedicated to meeting the expectations of the CEO and President. Must have the attitude of being willing to do whatever it takes to get the job done right. Must be willing to serve in the trenches alongside the Executive's which includes high availability and intervals periods of intense work.

*Must be able to travel several times a year, as needed.

ALL APPLICANTS MUST BE AUTHORIZED TO WORK IN THE UNITED STATES.

ABOUT ECRS:

ECRS is a fast-paced, progressive technology company with a wide range of opportunities for quality-oriented, career-minded individuals. Geographically situated in the heart of the Blue Ridge Mountains, ECRS offers the unique opportunity high-tech career in a resort college town setting. The ECRS family is made up of energetic, outgoing professionals who love what they do for a living. They are courteous, knowledgeable people who strive for excellence in everything they do. ECRS employees work together in dynamic teams to create, sell, install, and support our best-in-class retail automation solutions.

ECRS is a no-mask requirement and no-vaccination requirement culture.

We believe that acceptance of diversity is a key reason as to why we're successful. All qualified applicants who can demonstrate integrity and competence will receive consideration for employment and advancement without regard to race, color, religion, gender, gender identity, sexual orientation, disability, age, political affiliation, or national origin.