Executive Administrator

Note from Hiring Manager: Need a candidate who has supported Lawyers in an Executive Assistant capacity.

Job Description:

The company is the industry leader in providing storage solutions and modular workplace solutions to customers across North America. We serve ~50,000 customers with space solution needs daily, through a network of 100+ branch locations throughout North America.

Our legacy is rooted in product innovation, a reputation for exceptional customer service, effective management of business operations, and the ability to attract and retain the industry's most talented staff and management team. Our values guide us to achieving our true potential and create an inclusive work environment which allows every person to thrive.

About the job:

This role requires exceptional organization, critical-thinking and problem-solving skills with the ability to proactively take initiative and make decisions based on sound judgement.

The key objective of the Executive Administrator in reporting to the C-Suite is to support as an extension of the executive team, specializing in cross-functional organizing, arranging, and planning. This is a role that will require a high degree of multi-tasking, wearing multiple hats and flexing based on ever changing priorities. This role represents a unique opportunity to support tactically while also helping to influence executives at the highest levels.

Duties:

Believes and supports our Company Values

Complies with all Company Safety, Transportation, and Environmental Policies EBITDA Performance, Revenue Growth and Efficient Use of Resources

Help drive priorities for the CEO and C-Suite executives, through scheduling, organizing and documentation

Thoughtful design of meeting processes/agendas, chairing or facilitating meetings where needed in order to make progress on discussions with CEO and executives

Provide tactical support relating to organizing, coordination, booking travel arrangements - both domestic and international (private and commercial air), document editing, correspondence, agendas, minute taking, etc.

Set shared goals with cross-functional leaders, and organize required information for the executive team to efficiently and effectively make decisions

Coordinate large companywide events and meetings from rate negotiation, travel coordination, all aspects of synchronizing and event administration

Project manage preparation and creation of materials for Board meetings; provide decision support with research, analysis and collaboration

Be a bridge for communication between the CEO and internal departments, with strong collaborative relationships across the organization

Collaborate with Director, Communications and CHRO in shaping and implementing CEO's executive platform and messaging

Support in processing purchase orders (PO's)

Assist in preparing presentations and updates for internal audiences, such as companywide meetings, leadership meetings, summaries of board meetings

Serve as thought partner and coach to executives where needed, providing analysis, recommendations, and diverse perspectives

Assist in managing special projects to ensure initiatives are executed with the appropriate allocation of resources

Provides support with diverse, complex, and confidential administrative duties as needed

Customer Managing Focus

Comfortable interacting with Board members on confidential matters

Capable of managing complex expectations of multiple executives

Capable of coordinating board and committee meetings

Capable managing multiple schedules and individual demands

Capable of communicating in multiple mediums, including email, text, board portals

Capable of building presentations for delivery through various mediums (Board portals, email, Zoom, etc.)

Comfortable with the various meeting platforms, including Zoom, Teams, Google Meets, etc.

Comfortable organizing events for small and large audiences at multiple locations concurrently, including travel, technology, special gifts, etc.

Additional Duties and Functions as assigned.

Qualifications, Skills & Experience

Meticulous attention to detail, high sense of responsibility and urgency, and a generalist skill set to take on a wide range of high priority tasks in support of the CEO and executive team

Highest ethical standard. Be discreet and handle all activities in highly confidentiality

Demonstrated the ability to communicate at executive or board levels of large companies or organizations

The ability to be both strategic and tactical, with initiative, self-starting capabilities

Emotional intelligence and ability to establish strong and trusting relationships with colleagues

3 years or more of progressive experience supporting executives

Bachelor's degree required, MA/MBA strongly preferred

Excellent organizational change-management skills operating in matrix or other ambiguous, complex organizational structure

Excellent negotiation skills with the ability to work with and persuade hotels and vendors

Ability to work the business teams to coordinate meeting material, corporate gifts, etc.

Ability to travel as needed for business meetings and large events

Ability to persuade and influence without authority

Advanced knowledge using these tools (or similar) - Microsoft Office 365 Concur, Diligent, NitroPro, Adobe and Diligent