Executive Assistant (Coeur d'Alene) - Idaho Forest Group

POSITION SUMMARY

The Senior Executive Assistant provides high-level, comprehensive administrative support to senior executives, ensuring the efficient functioning of their offices. This role involves a combination of administrative tasks, communication management, and project coordination and is a key contributor to the success of senior executives and the organization as a whole. Their ability to manage complex tasks, coordinate, prioritize, maintain confidentiality, and facilitate effective communication is essential in ensuring the executive's productivity and the smooth operation of the executive office.

KEY RESPONSIBILITIES

Responsibilities include but are not limited to the following:

• Office Administration:
• Maintain office supplies, equipment, and inventory.
• Oversee office organization and tidiness.
• Assist in the onboarding of new staff members when necessary.
• Calendar Management:
• Schedule meetings, appointments, and conferences for senior executives.
• Coordinate and prioritize appointments, ensuring optimal use of their time.
• Alert executives to upcoming commitments and deadlines.
• Travel Arrangements:
• Arrange domestic and international travel, including flights, accommodation, transportation, and itineraries.
• Prepare travel expense reports and reconcile expenses.
• Information Management, Documentation, and Record Keeping:
• Maintain and organize important documents, files, and records.
• Ensure confidentiality and security of sensitive information.
• Communication Management:
• Screen and manage phone calls, emails, and other correspondence.
• Draft, edit, and proofread documents, reports, and presentations.
• Maintain effective communication with internal and external stakeholders on behalf of the executive.
• Meeting Support:
• Prepare meeting agendas, documents, and presentations.
• Attend meetings, take minutes, and distribute meeting notes.
• Follow up on action items and deadlines.
• Project Coordination:
• Assist with special projects, research, and other tasks as assigned by the executive.
• Manage projects through coordination, tracking progress, follow-up and deadlines.
• Collaborate with other team members to ensure project objectives are met.
• Problem Solving:
• Anticipate potential problems and proactively address them.
• Handle and resolve administrative issues and challenges efficiently.
• Offer solutions and recommendations to streamline processes.
• Relationship Management:
• Build and maintain strong relationships with internal and external stakeholders.
• Serve as a liaison between the executive and other team members.

REQUIRED QUALIFICATIONS

• Bachelor's degree or equivalent experience preferred.
• Five years of executive support or administrative experience, preferably supporting senior executives.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in office software and tools (Microsoft Office, Google Workspace, etc.).
• Discretion and ability to handle confidential information.
• Adaptability and ability to work in a fast-paced environment.
• Strong problem-solving abilities.

 ADDITIONAL SKILLS AND QUALIFICATIONS

• High level of professionalism.
• Attention to detail.
• Proactive and self-motivated.
• Ability to work independently and as part of a team.
• Flexibility to work outside regular business hours when needed.

PHYSICAL DEMANDS

Ability to sit and/or stand for shift, reach with hands and arms, stoop, squat, bend at the waist, kneel, walk varying distance, and climb stairs.

• Bend at waist – occasional
• Twist upper body – occasional
• Stoop - occasional
• Repetitive use of hands – frequent for clerical duties
• Stand/walk – occasional
• Sit – frequent
• Vision – near and far correctable; depth perception
• Hearing – preferred for awareness of surrounding machinery, mobile equipment, emergencies.

WORK ENVIRONMENT

Must be able to tolerate all weather elements, loud conditions, airborne particles (sawdust).

 Idaho Forest Group is an Equal Opportunity Employer and complies with ADA regulations as applicable.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate qualified individuals with known disabilities. To perform this job successfully, the employee(s) will possess all the skills, aptitudes, experience, education, abilities, and any other necessary attributes to perform each duty to IFG’s expectations. This document does not create an employment contract, implied or otherwise, and every employee’s employment remains at-will.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c) Administrative