Job Openings >> Corporate Travel Coordinator/Executive Assistant to CEO
Corporate Travel Coordinator/Executive Assistant to CEO
Summary
Title:Corporate Travel Coordinator/Executive Assistant to CEO
ID:EXEAST091319
Department:Executive Team
Location:Charlotte, NC
Description

Job Description

 

TITLE:                                     Executive Assistant

CLASSIFICATION:               Full-time/Part-time

DEPARTMENT:                     Grubb Management Operations  

REPORTS TO:                      CEO, VP Acquisitions-Dispositions, Managing Director

 

Position Summary:

Assists team leaders with executive duties, both office and personal.  Requires patience and resilience in a very fast-paced environment with extreme levels of change and little direction. 

 

Essential Duties and Responsibilities:

Executive Assistant:

  • Assisting with document preparation and closing coordination for acquisitions, loan closings, operating agreements, and asset dispositions.
  • Extensive calendar management:  setting up meetings, changing meetings, keeping all parties up to date on most current meeting arrangements for all teams.  Scheduling conference rooms. Making sure executives are aware of next planned meeting and adequate time to get there and that meetings are efficiently arranged to maximize limited time.
  • Coordinating the acquisition team meeting.
  • Processing credit card billings; ensuring accurate receipts are available.  Helping with expense reports for all teams.
  • Making national, and coordinating with an external travel agent when needed international travel, reservations and arrangements for CEO and family; many arrangements are very complex and entail frequent last-minute changes. Must be detailed and addresses and times must be entered into Outlook accurately with ease of understanding. Communication with CEO’s family is critical for travel.
  • When CEO is in another location, intuitively and creatively determining appropriate area contacts and setting up meetings to fill gaps in CEO’s schedule, with CEO’s approval.
  • Confirming accurate meeting details and reminders for CEO and others attending the meeting.  Assisting with meeting agendas.
  • Making travel arrangements for external visitors, including flight, hotel, and ground transportation; including scheduling for multiple locations and assisting with the itinerary for the visit.
  • Answering telephone quickly and efficiently. Screening cold calls and coordinating the right person to take certain calls. Transmitting telephone messages accurately and promptly.
  • Maintaining personal and business outlook contacts list up to date, ensuring accurate contact information and notes about where met and pertinent family information.
  • Typing and reviewing correspondence for accuracy and proficiency.
  • Keeping track of CEO’s in-box and making sure documents are handled appropriately.
  • Maintaining accurate filing system.  Improving file storage for all teams – both hard copy and on the server.
  • Assisting CEO and family with charitable endeavors and personal matters.
  • Maintaining the private airplane schedule for company; making reservations, disseminating itineraries to maximize number of team members flying, coordinating with pilot.
  • Assisting with additional projects as needed.
  • Tracking continuing education for executives.
  • Communicating information, printing items, binding information for meetings.
  • Handling all matters confidentially and professionally.

 

 

Knowledge/Critical Skills:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Bachelor’s degree in English or Communications preferred.
  • Very high level of spoken and written communication skills; position requires dealing with important clients. Must always represent the company with the utmost professionalism no matter the circumstance or the level person receiving the communication.
  • Strong experience with national and international travel.
  • Experience with high net-worth individuals, understanding their travel and communication needs.
  • Must be very detail-oriented and organized, with emphasis on accuracy and completeness of task.
  • Proficient in Outlook, Word and Excel.
  • Ability to perform several tasks concurrently with ease and professionalism.
  • Ability to operate general office machines such as facsimiles, copiers, postage meter, typewriter, printer, and computer.
  • Ability to work independently with minimal supervision.

 

Physical Demands/Environmental Factors:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to process information very quickly and take appropriate action.
  • Ability to endure incredible amounts of change and change in direction constantly.
  • Works in office setting.
  • Works under little supervision.
  • Occasionally moves about to coordinate work.
  • Drives vehicle to run errands for CEO and family.
  • Lifting up to 25 lb., some twisting, bending, stooping, reaching.

Critical features of this job are described under the previous headings. They may be subject to change at any time due to reasonable accommodation or other reasons.  This job description does not list all the duties of the job. You may be asked by supervisors to perform other non-essential assignments and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

MANAGEMENT HAS THE RIGHT TO REVISE THIS JOB DESCRIPTION AT ANY TIME.  THE JOB DESCRIPTION IS NOT A CONTRACT FOR EMPLOYMENT, AND EITHER YOU OR THE EMPLOYER MAY TERMINATE EMPLOYMENT AT ANY TIME, FOR ANY REASON, WITH OR WITHOUT NOTICE.

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