Executive Assistant I - HonorVet Technologies

Job Title – Executive Assistant/Office Manager

Req ID: SYFJP00000849

Duration: 12+ Months

Location: Charlotte, NC

Hybrid Role

Job Description

In this onsite/hybrid Executive Assistant/Office Manager role you will provide administrative support services to client’s Senior Vice President Home & Auto Commercial and Integration Leader and senior leadership team members. You will also be responsible for maintaining the day-to-day operations of the Uptown Charlotte facility and ensuring resources and supplies are maintained. The ideal candidate must have strong organizational, communication skills, and demonstrate a proactive approach to problem-solving and thriving in a fast-paced environment.

Roles Summary/Purpose:

• Provide comprehensive administrative and logistical support to the SVP Home & Auto Commercial & Integration Leader and additional senior leadership team members.
• Independently handle administrative support duties and Uptown Charlotte site support
• Ensure the Leaders’ schedules progress smoothly, commitments and deadlines are met, and all meetings, reviews and conferences are organized effectively.
• Provide onsite supervision for day-to-day operations and ensure resources and supplies are adequate at the Uptown Charlotte site.

Essential Responsibilities:

• Proactively support the SVP Home & Auto Commercial & Integration Leader and team by independently handling all assigned duties, taking direction from and balancing needs of staff members.
• Facility/office management: ensuring the office is well maintained by engaging facilities, equipment and supplies, coordinating repairs and maintenance services
• Interact with employees, clients, vendors and stakeholders in a professional and efficient manner.
• Effectively use computer and company software programs with strong emphasis on Microsoft Word, PowerPoint, Excel, Outlook (for appointments/email) and Concur for T&E.
• Planning & creating meetings and managing busy and complex calendars (including frequent calendar shifts)
• Arranging for complex travel plans and events and prepare/reconcile T&E and Purchase Card reports; Travel (book on-line flight reservations and coordinate all travel/meeting logistics)
• Process invoices and ensure timely vendor payments
• Coordinate compilation of large power point presentations, providing revision and editing and supporting the ongoing agendas and time allocations for presenters
• Ensure documents are posted accurately and timely in preparation for meetings/conference calls
• Maintain calendar for staff and department activities. Assist in prioritization of items.
• Perform other duties and/or special projects as assigned
• Coordinate Business Events (i.e. onsite meetings, connection days for employees, conferences, business dinners, client meetings, offsite meetings, etc.); handle all logistical details including participant travel, meal/menu organization

Qualifications/Requirements:

• High School Diploma or GED.
• Minimum of 3 years Executive level secretarial/administrative experience. Requires professional experience in working with senior level executives within and outside the company as well as with clients, vendors, visitors, and other dignitaries
• Minimum of 2 years’ experience preparing PowerPoint presentations with varying levels of complexity, and advanced usage of Microsoft Office
• Minimum 1 year office/facility operations management. (overall facility maintenance/general support)
• Minimum of 2 years’ experience of utilizing advanced meeting tools, such as Teams, multi-person/multi-site Video Conferencing, Collaboration tools (e.g. Share Point), etc.

Desired Characteristics:

• Energetic professional that doesn’t mind wearing multiple hats
• Proactive approach: anticipate the Executive and office needs ahead of time when possible
• Experience handling a wide range of administrative and executive support related tasks
• Clear, concise and articulate communication skills (verbal & written)
• Efficient in prioritizing high volume of assignments
• Exceptional follow-up and follow through skills
• Detail-oriented and proven organizational skills
• Ability to multi-task, work well under pressure and prioritize responsibilities required
• Experience working in a non-structured, fast-paced, challenging and ever-changing work environment
• Strong interpersonal skills; able to interact with all levels of the organization