Executive Assistant - Operations Job at Hassan & Sons Inc in Orange

Position Title

Executive Assistant, Operations

Department

Executive

Position ID

2515

FLSA Status

Exempt

Position Reports to (Title)

President of Operations & Retail

Full-time/Part-time

Full Time

Revision Date

9/11/24

Position Summary

The Executive Assistant reports directly to the President of Operations & Retail and will support managing their day-to-day functions. As the “right hand person” to the President of Operations & Retail, this critical role will be responsible for managing executive calendaring/scheduling, coordinating executive travel as well as preparing, organizing, and maintaining strategic and confidential materials and plans. The Executive Assistant will interact with a broad range of individuals including members of the Senior Management Team, Board of Directors, and other business leaders within and outside the organization.

Responsibilities and Duties:

• Works directly with the President of Operations & Retail to support all aspects of the daily work routine.
• Maintains the President of Operations & Retails’ calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
• Assist in the planning, execution, and monitoring of various projects and initiatives.
• Collaborate with cross-functional teams to ensure project deadlines and objectives are met.
• Maintain project documentation, track progress, and report on project status to executives.
• Exercises discretion in committing time and evaluating needs.
• Assists the President of Operations & Retail in the development of presentations and strategic materials for internal and external audiences.
• Determines priority of matters of attention for the President of Operations & Retail; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keeps the President of Operations & Retail advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Ensures the security and confidentiality of sensitive corporate information, records, and files.
• Ensures the security and confidential handling of the President of Operations & Retail’s personal and corporate information as well as that of other Corporate Executives.
• Assists in escrow transactions and file maintenance.
• Maintains and processes all corporate and station/store regulatory permits (local, state and federal where applicable), including tracking permit application and filing process and coordinating with the AP department to ensure timely processing of payments.
• Responsible for filing and processing new vendor applications.
• Provides high-level clerical and administrative support including drafting letters, memos, invoices, reports, and other documents as well as performs other office duties for senior staff.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Performs additional duties as assigned by executives.
• Performs other related duties as assigned.

Education and Work Experience

• High school diploma required, Bachelor’s degree preferred.
• Three to five years’ prior experience in supporting a senior executive or team.

Skill Set

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Ability to multitask.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software, especially MS Excel.
• Experience with real estate and real estate transactions.
• Proficient in operating office equipment
• Familiarity with major retail gasoline and convenience stores business preferred.

Physical Demands and Work Environment

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

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• While performing the duties of this position, the incumbent is regularly required to talk or hear.
• The noise level in the work environment is usually moderate.

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Note: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent 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 individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

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