Executive Assistant

Description

Scentsy is looking for an Executive Assistant to manage a wide range of administrative support duties for the VP of Field Touchpoints and the larger Consultant Support department.

What You'll Do:

• Collect information across multiple areas and summarize key needs and issues for Executives
• Coordinate busy Executive and leadership team schedules by managing calendars with flexibility and creativity
• Communicate and manage incoming and outgoing electronic communications on behalf of Executives as needed
• Provide support for department employees
• Arrange travel, schedules, and reservations for leadership and functional teams, including detailed itineraries and Visa and passport management
• Plan, schedule, and coordinate events and team building activities for the department
• Monitor department morale and report to leadership with any concerns
• Prepare agendas and coordinate arrangements for meetings
• Attend meetings, take notes, follow-up on action items, and provide feedback to Executives
• Interpret, facilitate, and oversee administrative and operating policies and procedures for employees and cross-functional teams
• Create and submit appropriate documents for employee changes (manager, title, department, etc.)
• Ensure newly hired employees have everything needed to be immediately successfully at work (e.g. desk, computer equipment, security access, etc.)
• Review operating practices and procedures and recommend improvements to areas such as workflow, reporting procedures, or expenditures
• Manage company credit cards for Leadership and teams; collect receipts, reconcile accounts, and report to Finance
• Greet guests in person or on the telephone and answer or direct inquiries appropriately
• Assist leadership and department employees with timecard management and department time-off calendar
• Work with legal to submit independent contractor requests
• File and retrieve documents, records, and reports
• Build strong relationships and work closely with all Executive Assistants throughout the company
• Act as a back-up to other Executive Assistants and Receptionist as needed
• Perform general office duties such as ordering supplies, maintaining records, and supporting mail distribution
• Assist in keeping the department clean and organized
• Perform all other assigned tasks and requirements as needed

We're Looking For:

• 4 years of administrative assistant experience, experience supporting an Executive preferred
• High school diploma or equivalent
• Associate’s degree or equivalent preferred
• Excellent calendar management skills, including the coordination of complex Executive schedules
• Ability to work independently with minimal supervision
• Excellent organization skills, flexibility, and a positive approach to the challenges of supporting a busy office of diverse people and programs
• Ability to proactively identify problems and recommend solutions
• Ability to creatively solve complex problems with little to no assistance
• Ability to interact well with staff (at all levels) in a fast-paced environment, sometimes under pressure
• Ability to remain flexible, proactive, resourceful, and efficient
• Expert level of written and verbal communication skills
• Strong decision-making ability, sound judgement, and attention to detail
• Ability to perform difficult, complex, and detailed clerical and administrative work with accuracy and speed
• Ability to type or keyboard 60 words per minute; take and transcribe minutes/memos with speed and accuracy
• Ability to analyze situations accurately and take appropriate action
• Ability to compose correspondence and accurate reports with little guidance and direction
• Experience assisting management with the creation of PowerPoint presentations
• Must have working knowledge of computers and all applicable software including strong knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook