Executive Administrative Assistant - PetroChoice

Overview

SUMMARY:   

The Executive Administrative Assistant will report directly to the CEO and provide high-level administrative support to the leadership team by conducting research, preparing reports and handling information requests; performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, making travel arrangements and scheduling meetings.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time.   All work is to be completed with minimum supervision and in accordance with Company standards.  Other duties may be assigned.

• Type reports, memos, letters and other documents using relevant computer software.
• Plan and prepare for Leadership meetings.
• Greet visitors and provide assistance as needed including technical support set up.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• File and retrieve corporate documents, records and reports.
• Make travel arrangements including car rental, hotel rooms, air/rail travel and manage multiple city itineraries both domestic and international.
• Schedule meetings, lunches, dinners, and special events for large groups.
• Manage and submit executive expense reports; experience with Concur or similar software required.
• Work closely with P&C on employee celebrations (Bring your child to work, driver appreciation, employee appreciation, etc…).
• Develop meeting agendas based on notes and previous meetings.
• Create presentations for individual departments and for company broadcasts.
• Maintain CEO calendar, adjusting to all requests in a timely manner.
• Assist departments with off-site regional meetings.
• Remain up-to-date on industry news and events.
• Work with Moove SA Executive leadership and assistants for NA travel arrangements (transfers, hotels, flights).

Qualifications

COMPETENCY:

To perform the job successfully, an individual should demonstrate the following competencies:

• Problem Solving - Identifies and resolves problems in a timely manner; develops alternative solutions.
• Interpersonal - Maintains confidentiality; keeps emotions under control; remains open to others' ideas and tries new things.
• Oral Communication – Speaks clearly and persuasively; listens well and requests clarification, when required;  responds to questions promptly and professionally.
• Written Communication – Writes clearly and informatively; varies writing style to meet needs of the intended readers.
• Business Acumen – Understands business implications of decisions; displays orientation to profitability;  demonstrates knowledge of market and competition.
• Diversity – Shows respect and sensitivity for cultural differences; promotes a harassment-free environment.
• Ethics – Treats people with respect; honors commitments; inspires the trust of others; upholds organizational values.
• Dependability - Takes responsibility for own actions; commits to long hours of work when necessary to reach goals.
• Initiative - Takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.
• Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment.
• Creativity - Able to deal with issues/situations that do not fit neatly into our standard business processes or procedures.
• Professionalism - Approaches others in a tactful manner; reacts well under pressure.
• Multi-functional - Able to thrive in fast paced, multi-tasking environment.

QUALIFICATIONS:  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/EXPERIENCE: 

Bachelor's degree (BA/ BS) from an accredited four-year College or University and at least 3 years of experience; or equivalent combination of education and experience.

LANGUAGE SKILLS: 

Ability to read, analyze, and interpret sales orders and vendor pricing sheets.  Ability to understand and respond to emails pertaining to incorrectly priced or costed items from all management levels and from Sales and Accounting perspectives

MATH ABILITY:            

Ability to apply basic mathematical operations (i.e., addition, subtraction, multiplication, and division) to determine appropriate costs, prices, mark-ups, and margins by gallon, pound, or sales unit.

COMPUTER SKILLS:

Must be efficient and accurate with regard to data entry and should have advanced level of proficiency in MS Office including Outlook; Excellent PowerPoint skills, Word and Microsoft Excel (i.e. must be comfortable working with spreadsheet data and should be familiar with writing basic formulas); experience with Concur or similar program; experience using BoardVantage or similar software.

WORK ENVIRONMENT:  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the office work environment is usually quiet.

PHYSICAL DEMANDS:  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

While performing the duties of this job, the employee is regularly required to sit; talk or hear and use hands to finger, handle, or feel.  The employee is occasionally required to reach with hands and arms and stoop, kneel, or crouch.  The employee must regularly lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.           

EOE