About the position
Reporting to the Sr. Manager, Administration & Facilities, the Executive Assistant (EA) is responsible for completing a wide range of administrative and project coordination tasks, which require meticulous, confidential, and efficient handling of competing priorities. This role is essential to the efficient and effective operations of the assigned Executive(s)' desk, including managing complex and detailed calendaring needs, oversight of meeting and event organization, complex travel and logistics support and related duties. This role requires strong use of professional judgement, client/customer service and astute management of competing priorities across a variety of situations. The role interfaces with Associates and Leaders across the organization who have varying ways of working, and requires strong written and verbal communication, organizational skills and attention to detail. The EA provides executive level support to multiple Senior Leadership Team Members and their direct report staff, as needed to organize and coordinate executive outreach and oversees special projects.
Responsibilities
- Completes a broad variety of administrative and project coordination tasks including managing multiple active SLT calendars, completing expense reports, and arranging complex and detailed travel plans, itineraries, and agendas.
- Provides a bridge for smooth communication between key leaders, project management, and Associates.
- Proactively and effectively communicates with SLT about upcoming commitments and responsibilities, following up as appropriate.
- Works closely with the leadership team as well as members of the business unit teams across banners and functions.
- Successfully completes critical aspects of deliverables, prioritizing conflicts, and engaging with stakeholders proactively to resolve issues and communicate updates.
- Develops and maintains communications, including status reporting, meeting facilitation, publishing of minutes, and stakeholder management.
- Actively participates in self-development (reflects regularly on strengths and weaknesses and identifies meaningful and realistic development objectives, manages own time and productivity).
- Builds collaborative relationships (networks and surrounds self with people who inspire and offer guidance).
- Actively participates in business objectives (incorporates the Mars 5 Principles and VCA values, attends Townhall Meetings, completes WOOF U training courses).
- Fulfills other related duties as assigned.
Requirements
- Bachelor's Degree in Business or related preferred.
- 3+ years' experience as a senior-level executive assistant or project manager.
- Experience arranging travel for management, healthcare background.
- Experience supporting C-Suite executives.
- Superior attention to detail with strong organizational skills and ability to write reports and business correspondence with excellent calendar management skills, including the coordination of complex executive meetings.
- Demonstrated ability to effectively present information and respond to questions from managers, clients, customers, and the public.
Nice-to-haves
- Excellent calendar management skills, including the coordination of complex executive meetings.
- Ability to effectively present information and respond to questions from managers, clients, customers, and the public.
- Ability to successfully create and/or modify processes.
- Excellent written and verbal communication skills, interpersonal skills.
- Strong work ethic; detail-oriented and well-organized.
- Ability to multi-task and prioritize deadlines.
- Flexible approach to changing priorities in a fast-paced environment.
- Ability to work well within a confidential environment with sensitive information.
- Independent and team-oriented.
Benefits
- Medical
- Dental
- Vision
- Paid vacation/sick days
- 401(k)
- Generous employee pet discounts
- Competitive compensation package.
