Wilcox + Flegel
Wilcox + Flegel is hiring: Executive Assistant in Longview
Wilcox + Flegel, Longview, WA, United States, 98632
We are seeking a dedicated Executive Assistant to join our team at Wilcox + Flegel. As an Executive Assistant, you will play a crucial role in supporting our executives and ensuring the smooth operation of our office. If you are a detail-oriented individual with excellent organizational skills and the ability to multitask effectively, we would love to hear from you. Join us at Wilcox + Flegel and be part of a dynamic team dedicated to excellence!
We offer an industry-leading benefits package that includes the following:
Position Summary:
The Executive Assistant provides excellence in executive support to the CEO/Visionary, President/Integrator and Senior Leadership Team (SLT) Members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a large, entrepreneurial environment that is mission and values-driven, accountability and results-driven, and community oriented. As a representative of Senior Leadership and the face of the organization to various constituencies, is always responsible to consistently role model our Core Values.
Essential Position Functions and Responsibilities:
•Represents the CEO/Visionary, President/Integrator, and Senior Leadership Team.
•Exercises considerable judgement and discretion in coordinating the CEO/Visionary, President/Integrator and Senior Leadership Team appointment schedules by planning and scheduling meetings, conferences, off-site meetings, teleconferences, and travel and in routing and scheduling calls and visitors. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO, President, Vice President and Senior Leadership's time and offices.
•Maintains a regular cadence of check in meetings with CEO/Visionary, President/Integrator, and Senior Leadership Team Members to proactively anticipate needs and provide administrative support.
•Proactively manages regularly occurring meetings and events on behalf of CEO/Visionary, President/Integrator, and Senior Leadership Team Members, such as but not limited to 121's, Quarterly Conversations, Offsites, Birthday & Anniversaries of direct reports, All Hands Meetings, and Expense Report Submissions. May attend division L10 meetings and offsites to provide administrative support such as documentation and on-site event support.
•Provides a bridge for smooth communication between the CEO, President, Vice President and Senior Leadership's offices and internal departments demonstrating leadership to maintain credibility, trust and support with management and team members.
•Conserves executives' time by reading, researching, and routing correspondence; drafting letters and complex documents; collecting, compiling, and analyzing information; and initiating communications.
•Works closely with CEO, President, and Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer", having a sense of the key issues taking place in the environment and keeping each updated. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/Visionary, President/Integrator and Senior Leadership Team, some of which may have organizational impact.
•Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successfully completion, often with deadline pressures.
•Prepares standard and custom reports with information necessary for decision-making.
•Organizes all titles and ensures current, complete records are maintained in on-site company safe and/or company lockbox(es) off-site and are accessible when needed.
•As a key contributor to EOS, manages the Process Mapping Software and facilitates planning meetings to complete organizational Core Process Mapping. Manages licensee access.
•Serves as administrator and technology support for Bloomgrowth, Monday Board, and Sweet Process.
•Maintains team and customer confidence and protects organization and its operations by keeping information confidential.
•May represent the executive by attending meetings in the executive's absence, speaking for the executive.
•Produces information and communications by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
•Reviews drafted correspondence for grammar, content, conciseness and provides feedback on how message will be received.
•Coordinates all aspects of large corporate events; establishes and manages budget and resources.
•Provides historical reference by developing and utilizing records, filing and retrieval system; helps identify historical practices/precedents to support key decision making.
•Acts as sponsorship lead for the organization including decision making, budget establishment and management and community follow-up.
Critical Core Competencies and Skills:
•Must be highly organized with strong ability to multi-task.
•Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
•Able to assess competing demands and determine appropriate direction.
•Proven ability to learn quickly and adapt to changing environment; agile, flexible, and resilient.
•Ability to build relationships with stakeholders, including team, leadership, board members, and external partners, customers, and suppliers.
•Demonstrated proactive approaches to problem-solving with strong decision-making capability.
•Strong emotional intelligence and emotional maturity.
•Highly resourceful team-player, with ability to also be extremely effective independently.
•Proven ability to handle confidential information with discretion.
•Demonstrates the highest level of customer/client service and response.
•Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
•Forward looking thinker, who actively seeks opportunities and proposes solutions.
Minimum Education and Experience:
•Associates degree in Office Administration/Office Management or applicable field and 3+ years supporting C-level executive leadership or equivalent combination of education and experience.
Preferred Education and Experience:
•Bachelor's degree in Business, Communications, Public Relations or applicable field and 5+ years supporting multiple executive C-level leadership or equivalent combination of education and experience.
Licenses, Certifications and/or Registrations (note if Required or Preferred):
•NA
Equipment and Software Requirements:
•Advanced proficiency using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Position Location/Working Conditions/Equipment
•Office Environment
•Other W+F Facilities/Community Events
•Typically Standing at Desk
•Typically Standing or Walking
•Repetitive Wrist, Hand, or Finger Movement
•Occasional Lifting (40 lbs.)
•Office Equipment
•Vehicle
We offer an industry-leading benefits package that includes the following:
- Medical, Dental, Vision, RX, Optional FSA
- Optional Medical Waive Bonus
- Company paid Life Insurance, Short Term & Long Term Disability, and AD&D
- 401(k) with a generous company match
- Paid Time Off, 80 hours per year
- Paid Personal Leave, 48 hours per year
- 7 Paid Holidays
- Working Holiday Pay
- Volunteer Employee Program - get paid to volunteer!
- Employee Fuel Discount Account
- Profit Sharing Program
- Wellness Program Incentives
- Recognition & Reward Program
- Team Member Referral Bonus
Position Summary:
The Executive Assistant provides excellence in executive support to the CEO/Visionary, President/Integrator and Senior Leadership Team (SLT) Members. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a large, entrepreneurial environment that is mission and values-driven, accountability and results-driven, and community oriented. As a representative of Senior Leadership and the face of the organization to various constituencies, is always responsible to consistently role model our Core Values.
Essential Position Functions and Responsibilities:
•Represents the CEO/Visionary, President/Integrator, and Senior Leadership Team.
•Exercises considerable judgement and discretion in coordinating the CEO/Visionary, President/Integrator and Senior Leadership Team appointment schedules by planning and scheduling meetings, conferences, off-site meetings, teleconferences, and travel and in routing and scheduling calls and visitors. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO, President, Vice President and Senior Leadership's time and offices.
•Maintains a regular cadence of check in meetings with CEO/Visionary, President/Integrator, and Senior Leadership Team Members to proactively anticipate needs and provide administrative support.
•Proactively manages regularly occurring meetings and events on behalf of CEO/Visionary, President/Integrator, and Senior Leadership Team Members, such as but not limited to 121's, Quarterly Conversations, Offsites, Birthday & Anniversaries of direct reports, All Hands Meetings, and Expense Report Submissions. May attend division L10 meetings and offsites to provide administrative support such as documentation and on-site event support.
•Provides a bridge for smooth communication between the CEO, President, Vice President and Senior Leadership's offices and internal departments demonstrating leadership to maintain credibility, trust and support with management and team members.
•Conserves executives' time by reading, researching, and routing correspondence; drafting letters and complex documents; collecting, compiling, and analyzing information; and initiating communications.
•Works closely with CEO, President, and Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer", having a sense of the key issues taking place in the environment and keeping each updated. Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO/Visionary, President/Integrator and Senior Leadership Team, some of which may have organizational impact.
•Prioritizes conflicting needs; handles matters expeditiously, proactively and follows through on projects to successfully completion, often with deadline pressures.
•Prepares standard and custom reports with information necessary for decision-making.
•Organizes all titles and ensures current, complete records are maintained in on-site company safe and/or company lockbox(es) off-site and are accessible when needed.
•As a key contributor to EOS, manages the Process Mapping Software and facilitates planning meetings to complete organizational Core Process Mapping. Manages licensee access.
•Serves as administrator and technology support for Bloomgrowth, Monday Board, and Sweet Process.
•Maintains team and customer confidence and protects organization and its operations by keeping information confidential.
•May represent the executive by attending meetings in the executive's absence, speaking for the executive.
•Produces information and communications by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.
•Reviews drafted correspondence for grammar, content, conciseness and provides feedback on how message will be received.
•Coordinates all aspects of large corporate events; establishes and manages budget and resources.
•Provides historical reference by developing and utilizing records, filing and retrieval system; helps identify historical practices/precedents to support key decision making.
•Acts as sponsorship lead for the organization including decision making, budget establishment and management and community follow-up.
- Creates and ensures Senior Leadership Team Member bios are updated for use externally and internally.
Critical Core Competencies and Skills:
- Excellent interpersonal skills as well as verbal and written communication skill.
•Must be highly organized with strong ability to multi-task.
•Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
•Able to assess competing demands and determine appropriate direction.
•Proven ability to learn quickly and adapt to changing environment; agile, flexible, and resilient.
•Ability to build relationships with stakeholders, including team, leadership, board members, and external partners, customers, and suppliers.
•Demonstrated proactive approaches to problem-solving with strong decision-making capability.
•Strong emotional intelligence and emotional maturity.
•Highly resourceful team-player, with ability to also be extremely effective independently.
•Proven ability to handle confidential information with discretion.
•Demonstrates the highest level of customer/client service and response.
•Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
•Forward looking thinker, who actively seeks opportunities and proposes solutions.
Minimum Education and Experience:
•Associates degree in Office Administration/Office Management or applicable field and 3+ years supporting C-level executive leadership or equivalent combination of education and experience.
Preferred Education and Experience:
•Bachelor's degree in Business, Communications, Public Relations or applicable field and 5+ years supporting multiple executive C-level leadership or equivalent combination of education and experience.
Licenses, Certifications and/or Registrations (note if Required or Preferred):
•NA
Equipment and Software Requirements:
•Advanced proficiency using Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Position Location/Working Conditions/Equipment
•Office Environment
•Other W+F Facilities/Community Events
•Typically Standing at Desk
•Typically Standing or Walking
•Repetitive Wrist, Hand, or Finger Movement
•Occasional Lifting (40 lbs.)
•Office Equipment
•Vehicle