Executive Assistant-Sales, Retail, Operations
Sky Chefs Inc. - Irving, TX

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Role Purpose Statement: Support the Executives and functional departments for IT, Operations and Sales. The Executive Assistant combines an overall understanding of the day-to-day responsibilities of IT, Operations and Sales and their respective departments while working with minimal supervision, exercising independent judgment and maintaining confidentiality. The Executive Assistant understands the requirement for flexibility and accommodates shifting priorities and schedules while representing and supporting the Vice President IT, SVP Operations and SVP Sales and their departments in planning, directing, managing and coordinating the Corporation’s views and interests.

Key Interfaces: (internal, external)

Internal: Executive Board, RMT, SVP Sales, SVP Operations, Managing Director Retail and all required functional departments regionally and globally

External: Customers, vendors

Interact with customers on behalf of Senior Vice President of Sales and Services

Responsibilities

Maintain daily calendar/schedule including functional and personal calendars; schedule meetings and prepare or obtain related materials

Coordinate, collect, review and ensure accuracy of documents to be submitted to Executive Board, Corporate Functions, COO and internal committees and maintain files of same

Proactively handling issues that don’t need to take up the executive’s time, responding to issues as needed and where necessary research problems and make recommendations for resolution

Track all corporate and internal requirements and deadlines and ensure all deadlines are met

Take on projects with little guidance after initial briefing. Complete projects on time and present in an easy to understand fashion

Perform research on internal and external topics as required

Create and maintain presentations, spreadsheets and databases

Compose and format documentation including letters, briefing books, financial statements communications to staff and staff meeting minutes

Request and maintain various reports for Region

Event planning for global and regional sales meeting and customer functions - Reserve and prepare facilities maintaining a comprehensive file for each assigned event, including all marketing and sponsorship materials, logistical details, copies of invitations and programs, key correspondence, etc.

Create and maintain records of written correspondence, presentations and other documents and ensure materials are easily retrievable, in both written and electronic format

Manage incoming communications and establish call back schedule

Schedule conference calls and prepare agendas

Initiate travel arrangements, create detailed itineraries, prepare, review and track invoices and expense reports; reconcile to credit card statements for the Executives and their respective departments

Coordinate support of other Executives or functional departments with other assistants

Process invoices for approval and payment

Develop and maintain contact list for Executive’s business engagements

Provide other administrative support and complete special projects as directed by the Executives

Ability to travel if needed

Required Skills

Bachelor’s degree preferred

Five years related administrative experience required

Prior experience supporting an individual at the executive level preferred

Must be extremely organized, accurate and demonstrate attention to detail

Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint programs as well as expertise in utilizing the Internet; including the ability to create spreadsheets and executive level presentations

Ability to work with minimal supervision. Instructions are received at the beginning of complex projects and sensitive assignments and resulting work is generally reviewed at completion.

Must adapt quickly and learn to work well under pressure with limited information and training

Demonstrated ability to maintain calm in stressful environment

Strong interpersonal skills are essential with a high degree of confidentiality and ability to handle sensitive matters in a professional manner

Must be extremely dependable and prompt

Excellent customer service and communications (both verbal and written) skills

Knowledge of audio-visual equipment, including an ability to connect videoconference calls

Must be willing to work nights and weekends as needed

We are located near Highway 114 & 161

Required Experience