Executive Assistant to Chairman of the Board

This pivotal role offers a unique opportunity to serve as the trusted right hand to the Chairman providing high-level administrative support with exceptional discretion strategic insight and autonomy. The individual will expertly manage the Chairs complex schedule communications and board-related engagements ensuring seamless coordination across executive leadership board members and external stakeholders.

As a central liaison this role is instrumental in maintaining alignment and momentum across key organizational priorities. Beyond corporate responsibilities the position also encompasses select personal support for the Chair and family ownersenabling the Chair to remain focused on visionary leadership and enterprise-wide impact.

Responsibilities:

Act as Administrative Assistant to the Chairman of the Board:

• Provide administrative support including preparation of correspondence and materials maintenance of filing systems scheduling meetings and appointments tracking and planning for internal and external commitments coordinating travel and related arrangements screening and referring telephone calls and visitors.

• Assume primary responsibility for handling and following up on all correspondence and communications directed to the Chairman. Determine appropriate action or response route to other authorities within the company as necessary compose replies for Chairmans signature and/or facilitate handling by the Chairman wherever possible.

• Maintain the corporate image in all internal and external contacts.

• Coordinate contact with Board of Directors and shareholders including the scheduling planning and coordinating of meetings as required. Assist executives in the preparation and organization of materials for Board meetings.

• Correspond with business and community leaders as various situations require.

• Collect and compile data from varied sources for Chairmans reference and in preparation for internal and external meetings speaking engagements projects and reports.

• In the Chairmans absence ensure that all matters requiring action and requests for information are referred to the appropriate management member. Notify Chairman of important or emergency matters requiring his personal attention.

Act as Personal Assistant to the Chairman of the Board

• Manage Chairs personal calendar logistics and planning. Attend to personal business items tasks and errands as requested.

Work closely with the Family Communications Coordinator and the Executive Assistant to the CEO/President:

• Collaborate to ensure timely and accurate preparation and distribution of board materials. Support the Chairman with preparation for and scheduling of all board-related meetings.

• Coordinate/manage all family/shareholder events employing outside event planning resources as possible.

• Distribute communications to internal and external stakeholders on behalf of the Chairman.

Health and Safety Requirement: Every employee is responsible for contributing to a safe and healthy workplace. Employees are expected to be active participants in health and safety by following all safety policies and procedures reporting unsafe conditions or at-risk behaviors to leadership and conducting work in a safe manner. Those in a leadership role are also expected to model safe behaviors evaluate risk and ensure that risks are reduced to acceptable levels.

Education Level: Vocational/Technical Degree
Years of Experience: 5

Skills and Qualifications:

• Expertise in a variety of software (MS Office)

• Familiarity with Board Management software (Board Vantage)

• Thorough knowledge of company policies and procedures

• Excellent written/verbal communication and interpersonal skills

• Ability to work with various levels of management

• Strong problem-solving skills

• Strong organizational skills. Ability to simultaneously handle multiple tasks

• Excellent customer service skills

• Must be detail oriented and accurate and have a high level of initiative

• High level of discretion professionalism and emotional intelligence

• Effective team player highly collaborative proactive adaptable and reliable