Department Coordinator / Executive Administrator
Vitacost.com - Boca Raton, FL

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Summary: Job

Title: Department Coordinator / Executive Administrator
Location: Boca Raton, Florida
Reports to: Reporting to the CIO/CTO (same person)
Compensation: Competitive base salary, bonus and benefits

About Vitacost: Vitacost.com, Inc. (Nasdaq: VITC) is a leading online retailer of health and wellness products, including dietary supplements such as vitamins, minerals, herbs as well as cosmetics, organic body and personal care products, pet products, sports nutrition and health foods. Vitacost.com, Inc. strives to offer its customers the broadest selection of healthy living products, while providing superior customer service and timely and accurate delivery.

Job Description:
We are seeking a bright, ambitious, energetic, enthusiastic and detailed oriented administrator and coordinator for our technology and services departments. The ideal candidate will be an active behind-the-scenes partner to the CIO/CTO and Senior Level Management, contributing administratively, day-to-day business operations and with long-term business development planning. This position will have impact! You could have exciting growth opportunities--this is for an ambitious, person with superior attention to detail. No administrative task is too big or too small. The right candidate will be exposed to all aspects of general business from simply project coordination across multiple departments, through project coordination, vendor management, finance, etc. The job is primarily to enable a senior executive to bring greater value to the Company. You are comfortable moving fast with minimal guidance with all routine tasks although you will be mentored for higher-end tasks.

Responsibilities:
First and foremost you will be working directly for an extremely busy "C-level" executive and your primary job is to free him up to focus on his top responsibilities.
Staff chief-of-staff type functions attending weekly staff meetings and ensuring follow-up of all tasks assigned.
Coordinate an incredibly hectic calendar including building agendas, arranging correct business participation, and tracking simple task follow-up of participants when relevant. Get to know who and what is important.
Serve as single point of contact for all vendors'the more you get to know them the better.
Maintain meticulous electronic filing systems of all documents from power point presentations, through contracts and basic reporting documents. The opportunity to create a departmental-wide filing system to improve collaboration would be a huge win.
Edit Microsoft Word, PowerPoint and other documents ensuring consistency, good grammar, on brand, etc.
Coordinate with recruiting and IT/Services department heads to ensure Job Descriptions are up to date, pipeline reports are up-to-date, assist HR with coordinating interviews, etc.
Tracking department-head PTO
Handle routine administrative requests from inside and outside the company relative to the service operations and technology departments.
Assist with travel'make it seamless and easy. The right flights, cars, hotels, etc. This also includes expense reporting, etc. for senior departmental personnel.
Maintain a 100% accurate departmental and executive contact list.
Proactively think constantly of what you can do to ease the administrative burden of your executive. This last piece spells the difference between average and failure. You will take pride in his successes and be part of them accordingly.
Navigate a 50 person corporate and operations management team to understand who does what'network. Know who to ask to get the job done fastest and most economically.

Requirements:
5+ years of general business experience. EA experience is not required we prize general business sense but above all else you don't drop balls.
1-2 years in an administrative or project coordination function a plus but not required.
Bachelor's degree in communications, business administration, etc., required.
Superior writing and speaking skills.
Comfortable learning new Enterprise Systems including ERP, reporting sites.
Highly organized and detail-oriented'attention to detail did we mention that?!
You will hear and learn a lot but you are professionally discrete with business confidential information your trust is beyond reproach.
You can maintain calm in a positive but chaotic environment you can push back when needed professionally and with tact/decorum'you are probably a quiet extrovert. Friendly, consistent, collaborative.
Understand in great detail calendar management, contact management and general email functions--you will learn what you don't know.
You are very comfortable with the entire suite of Microsoft Office products.

Knowledge, Skills and Abilities:
Prioritize, Delegate, and Fulfill Commitments.
Be a Trusted Advisor and Team Player.
Build Relationships Founded on Trust and Integrity
Time Management is Crucial
Communication is Key
Build and Maintain Systems
Develop the Exceptional Department Coordinator / Executive Administrator Personality

Vitacost.com - 18 months ago - save job
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