Executive Assistant (6805-632)

Earth Fare, Inc Fletcher, NC
Position Summary: The Executive Assistant provides high-level administrative support to company executives by conducting research, preparing reports, handling information requests and performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings for executives as well as coordinating travel for teams across the business.

Essential Functions

1) VP of Merchandising Support

* Process expense report approvals for the merchandising teams

* Meeting Assistance

* Schedules meetings as requested for Merchandising teams

* Assists in keeping daily scheduled meeting punctuality

* Assists in bi-weekly Director meetings

* Off-site meeting coordination and location set up

* Works with HR to schedule appropriate Executives and other Team Members for monthly orientation

* Organizes internal meetings with Executives based on Outlook availability

* Managing communications

* Maintains communication with VP of Merchandising direct reports to ensure deadlines are being met

* Daily communications with Merchandising teams as needed

* Misc.

* Assist with Powerpoint presentations and BoD draft slides

* Maintains confidentiality with discussions and documents (shredding as necessary)

2).VP of Operations Support

* Outlook calendar/meeting assistance and other immediate requests when in office.

* Assists with travel reservations and/or changes as needed

3)Other Duties as assigned, such as:

* Maintains open communication with other EAs and direct reports for upcoming needs.

* Assists with Real Estate tour/trips, maps, and other documents as needed.

* Picks up food transfers/lunches if needed for team

* Transport company vehicles as needed for service, inspections, etc.

* Supports front reception desk as needed

* Travel Coordination

* Books travel for trade and vendor shows as needed for merchandising teams

* Books travel to include flight, hotel and/or car as needed for merchandising teams as well as existing teams (upwards to 15 requests for bookings daily.

Required Skills

* Outstanding interpersonal and both written and verbal communication skills to effectively interact with all levels of internal management and team members, as well as external customers and vendors.

* Strong ability to coach and lead team members effectively.

* Demonstrated ability to handle complex requests associated with the executive team.

* Excellent organizational capabilities and time management skills; ability to work well independently and with others.

* Ability to manage sensitive office situations with integrity, tact, professionalism and discretion.

* Must have the ability to maintain a professional, calm demeanor in all situations.

* Must be adaptable and possess the ability to execute a wide variety of tasks and work in a fast-paced environment with dynamic personalities.

* Must be extremely detail-oriented and able to meet daily, weekly and monthly deadlines.

* Strong multi-tasking skills with ability to transition between tasks quickly and efficiently.

* Ability to identify and implement process improvements.

* Must have strong problem solving and decision making capabilities.

* Strong computer and internet research skills with intermediate to advanced level skills in Excel, PowerPoint and Outlook.

* Ability to adapt and perform all levels of office tasks as needed.

* High sensitivity to confidential materials and matters required.

Required Experience

* 5 years of executive level support experience required.

* 2 years of office management preferred.