Retail Executive Assistant

About the position

The Executive Assistant is focused on enhancing the effectiveness of the President of Retail through effective calendar management, scheduling meetings and events, coordinating travel, generating reports, and ensuring the accuracy of correspondence. This includes assisting in the preparation for key meetings including creating, reviewing and sharing spreadsheets, the preparation of materials for presentations and communication of materials to internal teams. The Executive Assistant also provides support to the President of Retail's direct reports, including the VP of Retail Operations, the VP of Facilities Maintenance, the VP of Marketing and the VP of Car Wash and Retail Fuel. This includes assisting the team as needed with scheduling, meeting arrangements, and expense reports. This role will also centralize all travel arrangements, including expense tracking, for the President of Retail's teams, helping the organization to develop standardized process and costs related to business travel. The Executive Assistant plays a key role within the United Pacific organization by interacting with high-level executives and providing superior customer service experience to both internal and external customers.

Responsibilities

• Enhance the effectiveness of the President of Retail through effective calendar management.
• Schedule meetings and events.
• Coordinate travel arrangements and generate reports.
• Ensure the accuracy of correspondence.
• Assist in the preparation for key meetings, including creating, reviewing, and sharing spreadsheets.
• Prepare materials for presentations and communicate materials to internal teams.
• Provide support to the President of Retail's direct reports.
• Assist the team with scheduling, meeting arrangements, and expense reports.
• Centralize all travel arrangements and expense tracking for the President of Retail's teams.

Requirements

• 5 plus years' experience as an administrative assistant in a corporate work environment.
• 5 plus years' experience supporting c-level executives is preferred.
• Proven proficiency with MS Excel, Outlook, and Word.
• Proven advanced proficiency with PowerPoint.
• Detail-oriented, extremely organized, and time-efficient.
• Proven ability to multi-task in a fast-paced environment.
• Superior interpersonal, written, and verbal communication skills.
• Collaborative team player accustomed to interacting with a diverse workforce.
• Advanced Microsoft Office Suite skills (Word, Excel, PowerPoint) and working proficiency in Adobe.
• Ability to draft and edit documents as required.
• Discretion to maintain confidential information.