Executive Assistant

Happy, organized, hardworking, motivated, honest, loyal, positive and respectful

Randy’s has an immediate hiring opportunity for an experienced and dedicated Executive Assistant. We are a successful and growing local manufacturer/distributor, in business for over 10 years and the Randy’s brand will be celebrating its 50 years legacy in 2025. This position provides high-level, confidential comprehensive support to the CEO and COO, managing both business and personal with a high degree of organization and professionalism. We are looking for an experienced self starter. This position is administrative and project-based and includes calendar management, email organization, project management, correspondence and collaborating with leadership team, variety of responsibilities to ensure accurate, efficient and productive processes to operate our business and household in order to deliver fun products to our customers. Your strong organizational, and problem-solving skills and attention to detail are a must in this role.

ESSENTIAL DUTIES AND RESPONSIBILITIES (INCLUDING BUT NOT LIMITED TO):

Business Support:

● Task and Project Management: Assist in organizing and tracking projects, deadlines, and to-do lists to ensure tasks are completed on time for departmental goals, objectives, policies and operational processes over short and long terms. Monday.com experience is preferred.
● Managing the Calendar: Maintain and organize business calendar, including scheduling high-level blocking, downtime, goals, deadlines, meetings, and personal trips to ensure efficient time management
● Email Management: Assist in managing business and personal email inboxes and implementing strategies for efficient inbox management.
● Data and Document Management: Manage personal and company drives, contacts and folders, documenting standard operating procedures (SOPs) and implement efficient systems for easy access and retrieval. Google workspace experience is preferable.
● Research and Compliance: research industry and business regulations and coordinate with resources to compile information for decision-making purposes and ensure accurate filing of paperwork for the business.
● Sourcing: Identify vendors and resources needed for projects.
● Virtual Meeting Support: Set up and manage virtual meetings, video conferences, and webinars, including technical troubleshooting as required. Attend selected meetings to take notes and track any follow-up actions, if needed.
● Expense Management: Track and process business expenses, ensuring proper documentation and compliance with Company policies.
● HR administrative support functions including job descriptions, initial screenings, interviews, training and development, employee engagement.
● IT support - IT updates and preventative maintenance for work stations and implement or upgrade computer software programs to streamline process. Assist in developing and implementing IT strategy while ensuring resources and efforts are prioritized in line with corporate goals.
● Confidentiality: Maintain the utmost confidentiality of sensitive information and handle it with discretion.

Homelife Support:
● Family Calendar Management: Manage the calendar for the family, scheduling activities, appointments, and commitments.
● Travel Coordination: Schedule family travel, create itineraries, and purchase tickets.
● Resource Procurement: Find resources for personal needs.
● Appointment Scheduling: Schedule appointments for personal services.
● Bill Payment: Manage and schedule the payment of bills for personal services and expenses.

SKILLS AND QUALIFICATIONS
● 5+ years of experience in executive assisting and administrative work.
● Proficiency in calendar management and email organization.
● Strong communication skills in fluent English.
● Excellent problem-solving and multitasking abilities.
● Familiarity with managing personal and company drives.
● Experience with SOP documentation.
● Strong organizational skills and attention to detail.
● Knowledge of business expense management and KPIs.

PHYSICAL DEMANDS
● Ability to communicate orally with management and other co-workers, both individually and in front of a group is crucial.
● Regular use of the telephone, slack, project management system such as monday.com, google meet, whatsapp and e-mail for communication is essential.
● Sitting for extended periods is common. Hearing, vision, and speaking within normal ranges is essential for normal conversations, to receive ordinary information and to prepare or inspect documents.
● No heavy lifting is expected. Exertion of up to 10 lbs. of force occasionally may be required.
● Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines. Also included is the ability to open and close common business filing cabinets.
● Good reasoning ability is required to solve a wide range of business problems. Must be able to understand and utilize common financial reports and legal documents.

WORK ENVIRONMENT
● Activities include extended periods of sitting and extensive work at a computer and/or on the phone.
● We are looking for a team member that works well with others and anticipate the needs of the CEO and COO.
● The ideal candidate will be a multi-tasker, detail oriented, have the ability to communicate clearly and have excellent prioritization and organizational skills.
● The Company considers dependability, self-motivation, honesty, integrity and confidentiality to be of high importance. If you are interested in being a part of the casual work environment, supporting the owner and joining our team, please submit your resume.

MINIMUM JOB REQUIREMENTS:
● Associates degree in Business or related field with 4-6 years of relevant experience or equivalent
● Strong skills in Google Workspace including Gmail, Google Meet, Slides, Project management system such as Monday.com
● Strong oral and written communication skills
● Strong organizational skills, attention to detail and ability to multi-task, ability to prioritize tasks
● Experience handling confidential information

PREFERRED REQUIREMENTS:
● Bachelor’s Degree in Business
● Administrative Assistant certification
● Tech-savvy with exceptional organizational, time-management and multi-tasking skills
● 3+ years of supervisory / leadership experience

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person