The Republic of Tea

Executive Assistant Jobs at The Republic of Tea

Executive Assistant Jobs at The Republic of Tea

Sample Executive Assistant Job Description

Executive Assistant

JOB SUMMARY/PURPOSE:

This position is the "right hand" support person for the Operations Executive and oversees the management of the office to ensure Nashville is properly representing the brand image. The role requires a positive and upbeat image representative of our healthy lifestyle brand in the office as well as throughout the facility (plant floor).  This person will coordinate all events and host all VIP and customer visits.  The position encompasses a wide range of duties and requires a very high degree of professionalism, discretion and confidentiality.

MAJOR RESPONSIBILITIES/ACTIVITIES:

  • Assists and supports the Operations Executive in the administrative functions associated with the   operations for Nashville and all remote operational sites.
  • Performs administrative and office support activities for other Ministers as requested encompassing a wide range of activities from assisting with regulatory audit preparations to helping on the plant floor when needed.
  • Handles requests for information, refers matters to appropriate staff and/or takes recommended appropriate action. Reports potential issues or concerns as they surface to keep leadership informed.
  • Files and retrieves documents to include contracts and reference materials. Maintains master files for contracts and non compete agreements. Can readily resource contractual matters upon request. Can coordinate with outside legal team on matters.
  • Arranges corporate travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging, and coordinating meeting accommodations.
  • Arranges and coordinates internal company meetings and events including monthly recurring meetings. Coordinates with Food Vendors on catered meetings/events, sets up room for luncheons, and works with Caterer to serve and then handles the clean up.
  • Receives telephone calls providing information and handling issues that may require sensitivity and use of sound, independent judgment.
  • Interacts with external clients.
  • Ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness, and compliance with policies and procedures.
  • Compiles and sends out monthly calendar for designated Nashville personnel.
  • Prepares checks for payment of scholarship monies to employees as required.
  • Sends birthday and anniversary cards to employees.
  • Supports Human Resource Department administratively and as needed or requested.
  • Provides back-up for receptionist as needed.
  • Responds to donation requests and/or forwards to Public Relations firm.
  • Prepares and disperses Itineraries for Nashville visitors.
  • Orders Lands End apparel for office and sales personnel, business cards, and company flags as needed.
  • Coordinates the ordering of uniforms for Nashville, Upton and other facilities as assigned.
  • Completes daily or weekly reports as needed. Maintains critical files.
  • Manage the Office cleaning company and ensures a master sanitation schedule is in place for offices and break rooms. Obtain competitive bids from time to time to manage the costs associated with keeping the offices in "like new" condition. Inspect the locker rooms quarterly to ensure compliance with audit code.
  • Special projects as assigned.

MINIMUM QUALIFICATIONS/REQUIREMENTS:

  • High School diploma or equivalent required, Administrative degree preferred.
  • 8+ years of hands-on administrative support experience. Experience working with Executives in a highly confidential environment.
  • Knowledge of general office procedures and operating standard office equipment.Exceptional customer service skills, over the phone and in person, with customers and internal departments; must be able to maintain professionalism and a positive service attitude at all times.
  • Requires strong communication skills, both verbal and written, organizational skills, both analytical and problem solving, and the ability to work with confidential documents.
  • Must be computer savvy and proficient in Microsoft Office suite including Word, Outlook, and Excel.
  • Ability to manage multiple tasks and achieve deadlines under pressure.
  • Must have a high sense of urgency and ability to work at a very fast pace.
  • Will be required to be assertive and have great follow up skills to ensure work flow through out Nashville is staying on track.
  • Position will require candidate to be trained on food safety, OSHA training and be comfortable walking through out the facility.
  • Candidate will be expected to learn about tea and be a tea drinker.

SUPERVISORY RESPONSIBLITIES:

  • Will provide direction and follow up with Nashville Ministers to assist the Operations Executive so indirect supervisory duties.

 

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