Executive Assistant and Human Resources Coordinator - Workhorse Shared Services

We are looking for an experienced executive assistant. This person will provide administrative support for the CEO & Founder, while also coordinating and assisting with various Human Resources functions. The position will be an in-office position and will be based out of our office in Fort Mill, SC. 

DUTIES AND RESPONSIBILITIES:

1. Providing high-level administrative support for the CEO/Founder. Duties include but are not limited to

tasks such as tracking mail and deliveries; preparing drafts of correspondence in Word; preparing Excel

spreadsheets and charts; PowerPoint presentations; maintaining Outlook calendars, working with

electronic tasks, processing email in Outlook; screening and routing phone calls; greeting and directing

guests.

2. Managing schedule of CEO/Founder: proactively meeting with CEO/Founder daily for review of

schedules, tasks, open issues, etc. Reminds CEO/Founder of all scheduled appointments daily and keeps

him on time. Self-initiated follow-up with direct reports of CEO/Founder to ensure timelines are met.

3. Coordinating and supporting various HR functions of the business including, but not limited to

contacting potential employee references and performing background checks on applicants; informing

applicants about position details, including working conditions, benefits, and duties; conducting or

helping with new employee orientation; keeping process paperwork and employment records.

4. Coordinating domestic and international travel arrangements for CEO/Founder, planning meetings,

and coordinating various arrangements for visiting customers/vendors.

5. Maintaining thorough understanding of our retail business as well as a good understanding of the

overall Workhorse Shared Services organization. Maintaining positive communication with all

employees, consultants and sales representatives while providing an effective communication channel

to the CEO/Founder.

6. Summarizing travel and expense reports through Concur for the CEO/Founder as well as maintaining

PTO calendars for all employees.

7. Supporting the organization through duties which include but are not limited to tasks such as

maintaining good housekeeping in offices and conference rooms; running errands with personal vehicle;

setting up audio/visual equipment; maintaining phone system; and special projects as assigned by the

CEO/Founder.

8. Conducting oneself with a professional demeanor in an executive management environment.

Maintaining the highest level of confidentiality and integrity.

9. Creating and maintaining paper and electronic alphabetic and chronological filing systems.

10. Maintain a good working relationship with contacts at supporting companies, including Springs Creative

and Riverlawn 3PL.

11. Work unscheduled hours as necessary to complete duties, special projects, and accommodate

CEO/Founder’s schedule.

12. All other duties as assigned.

Marginal or non-essential job functions listed in order of importance:

1. Recording and distributing action items from weekly touch base calls.

2. Spearheading special committees and employee enrichment events

FACTORS MINIMUM REQUIREMENTS

Education: Thorough working knowledge of administrative business practices

and procedures typically acquired with an Associated Degree in

Business or equivalent experience. Certifications such as Certified

Executive Assistant (CAP) or SHRM are a plus.

Experience: At least five years in administrative/human resource field, with at

least two years’ experience working for executive management.

Intermediate level knowledge of Outlook, Word, Excel, and

PowerPoint.

Complexity: Fast paced environment. Work independently with minimal

supervision, organize and prioritize assignments, and make

decisions to solve job-related problems.

Assets: Keys to executive management offices and files, including the CEO/Founder.

Supervisory Responsibilities: Management of Administrative Assistant – Office Manager.

Job Conditions:

Work Hours: Usual work hours are Monday – Friday, 9:00 am to 6:00 pm, with one hour

off for lunch.

Physical Requirements: Sitting for most of the workday performing keyboard input and telephone

usage. Regular travel to other locations in Fort Mill, SC. May need to

occasionally lift items not to exceed 25lbs.

Mental Requirements: Manage multiple tasks and priorities simultaneously in a fast-paced

environment.

Working Conditions: Air-conditioned office with minimal noise. Work unscheduled

hours as necessary to complete duties and special projects.

The duties described above are indicative of the skills, knowledge, abilities and normal task assignments of

this position. Additional duties requiring similar or lesser skills may be added anytime without the necessity

for altering the description or reevaluating the position.