The Executive Assistant is responsible for providing administrative and project support to the members of the Regional Enterprise Committee (REC). This position involves working on highly confidential data and interacting with all levels of Red Thread management, personnel and clientele.
 

Job Functions:

Administrative:

• Coordinates calendar activities and meeting set-up and logistics – Schedules REC members’ calendars and meetings, books conference rooms, orders food, coordinates audio visual logistics, etc.
• Travel planning and reservations for REC members
• Expense Report input for REC members
• Report and presentation creation – responsible for the input of data into PowerPoint presentations/template and MS Word report for executive briefings and events
• Provides individualized administrative support, as requested by REC members
• Sets up and maintains files and record-keeping systems; files and retrieves documents as necessary.
• Types, edits and proofs general correspondence, reports, newsletter articles, tables, spreadsheets, statements, presentations, cards, envelopes and forms etc. from handwritten or printed copy or notes
• Distributes general correspondence, reports, articles, tables, statements, cards, envelopes and forms, to appropriate OE employees as required.
• Provides administrative support for special ad-hoc activities and projects as assigned

Project Coordination/Analysis:

• Responsible for generating, updating and maintaining CRM status and updates. Attends meetings, performs analysis of information, makes recommendations and prioritizes data for REC review and action.
• Responsible for implementation, tracking and monitoring of various product/client initiatives and programs, e.g., demos, CEM, showroom upgrades and offers, etc. Developing protocols, disseminating procedures and instructions, monitoring compliance, analyzing effectiveness, and reporting results

Event Management:

• Scheduling and coordinating internal meetings (e.g., Town Halls, RLT meetings, REC meetings, etc.) and external meetings (e.g., dealer benchmarking visits, client visits, Steelcase VIP visits, etc.) with all applicable parties.
• Coordinates logistics of off-site, quarterly, sales, department and/or division meetings, reserving as needed conference rooms, hotel rooms, vehicle and/or air travel reservations, food/beverage requirements, AV and IT requirements, etc. Communicates itineraries to staff.
• Coordinating meeting resources – reserving rooms, contracting with outside vendors, ordering food and beverages, coordinating audio visual and IT logistics, etc.
• Preparing or coordinating invitations, correspondence, agendas, meeting presentations, handouts, etc.
• Maintaining RSVP listings and handling guarantees for food, rooms and services

Skills & Abilities:

• Advanced proficiency in MS Office (Word, Excel, PowerPoint, SharePoint) and MS Outlook
• Prioritizes workflow in a multi-task environment with ability to adapt quickly to change
• Articulate and professional communication, both verbal and written
• Excellent proof reading and grammatical skills
• Ability to maintain confidentiality and handle sensitive information in an appropriate manner
• Display solid interpersonal skills and work well in a team environment.
• Detail oriented and organized
• Ability to analyze data, develop constructive comparisons and recommendations, and problem-solve independently
• Quick learner, able to absorb and apply information
• Highly diplomatic with excellent customer service

Level of Education/Training/License:

• Associates or bachelor’s degree in Business or a related field

Experience:

• 3-5 years executive level support and project coordination experience