Executive Administrative Assistant

Company: The Surfacing Group

Job Location: Chattanooga

Work Setting: In-Person

The Executive Administrative Assistant is responsible for supporting The Surfacing Group's leadership team, specifically the Group President.

• Provide meeting support through preparation of materials, maintenance of participant lists, agendas, minutes, food, lodging, follow-up, etc.
• Prepare key documents (including strategic plans), presentations, and correspondence for a variety of audiences.
• Generate analyses and create proposals, reports, and other supportive materials.
• Communicate relevant and accurate information to all parties involved in a timely manner.
• Manage special events (senior manager training event, business lunches, dinners, webinars, sales meetings, retreats, etc.).
• Maintain confidential/sensitive information.
• Assist with group businesses contracts and maintain effective documentation systems for contracts and agreements, which includes uploading copies into ContractWorks database.
• Manage schedule and travel arrangements for Group President, team members, consultants, and professional affiliations as indicated.
• Coordinate and document group calendars and personnel time off tracking and reporting.
• Prepare outbound communications and correspondence on behalf of the Group President and departmental initiatives (letters, newsletters, holiday cards, etc.).
• Manage and support ongoing departmental reports including 100-day plans, monthly departmental overview reports, board reports, annual outcomes report, etc.
• Manage timely expense reports and invoices/payments for Group President.
• Support Marketing Department with trade shows through calendar coordination, travel, shipping, ordering, management of trade show leads (compile, document, disseminate, follow-up, etc.).
• Manage departmental supplies, mail, copier services, shirts, gifts/cards/flowers, reference books/materials, etc. and manage group's shipping needs.
• Manage inventory of group's program/collateral/resource materials in an efficient organization system for effective tracking and timely replenishment from document control. Update materials as indicated.
• Provide back-up support for as indicated.
• Manage schedule and travel arrangements for Group President, team members, consultants, and professional affiliations as indicated.
• Assist with reasonable personal errands and/or tasks as assigned by Group President
• Assume additional responsibilities as assigned by Group President and group's leadership team.

• Analytical Decision-Making
• Learning & Development
• Professionalism & Integrity
• Teamwork & Relationship-Building
• Planning & Organizing
• Communication

• Minimum of 5yrs of experience in Administrative Assistance experience, preferably in an Executive setting

• Less than 20%. Travel required for the purpose of assisting with off-site events.

• Demonstrated proficiency with Microsoft Office products, specifically: Teams, Outlook, Word, Excel, PowerPoint.
• Self-directed, takes initiative and anticipates needs.
• High energy learner
• Excellent verbal& written communication skills; ability to generate effective correspondence and presentations for a variety of audiences.
• Organization, time management, and prioritization skills
• Ability to generate and edit documents and materials for accuracy.
• Demonstrated ability to represent the company in a professional manner.
• Excellent interpersonal skills with proven ability to collaborate and function as an effective team member.
• Excellent documentation and analysis skills with attention to detail
• Ability to manage multiple tasks and conflicting deadlines in a timely manner.
• Ability to collaborate effectively with a variety of internal and external stakeholders.
• Demonstrate flexibility in the face of change.
• Resourceful, strategic problem-solving ability

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