Excelta

JOB POSTING – Executive Assistant

PURPOSE:
This position is critical to the efficient and effective operation of the Office of the CEO, supporting the three executives comprising the Office in the areas of calendar and email management, project and program support, and overall administrative excellence across the organization.

KEY TASKS AND RESPONSIBILITIES:

·         For designated executives, manage digital calendars: scheduling, sending and communicating calendar invitations for meetings and appointments; re-book or change appointments as needed; setting up appointment reminders and ensuring executives have all needed components for meetings; flag and address/reschedule any scheduling conflicts; ensure Board Meeting calendar invitations are sent and have the correct information (attendees, location, agenda, duration, etc.).  Overall optimal organization of calendars.

·         For designated executives, support management of projects: Supporting the preparation of meetings, agendas, outlines, presentations and reports, document support including organizing and maintaining e-files utilizing technology (such as, but not limited to: Dropbox, Box, Google drive, etc.); formatting and proofreading business presentations; some note-taking, taking delegating action items, drafting office memos; preparing and updating presentations for Board Meetings; communicating with Board Secretary.

·         Travel Management: researching and booking flights or other transportation (train, rental car) and hotels; trip and itinerary planning and preparation; and managing the business expense tracking and reports for reimbursement on behalf of designated executives.

·         Coordinate offsite leadership meetings and "summits", accommodations and travel plans, prepare documents and packets, develop meeting materials for presentations, communications and agenda for events and meetings.

·         Support email management of executives such as flagging important emails and distributing reports via email.

·         Manage the creation and distribution of the “Excelta Express” company newsletter on monthly basis

·         Maintain spreadsheets from Distributors for the purpose of documenting new part numbers (description, price, harmonization code, tariff code, UPC code, etc.)

·         Approve and release sample requests that reps enter online (act as backup)

·         Distribute to sales representatives on a bi-weekly basis the web orders that come to us direct for follow up

·         Update the back-order report (act as backup)

·         Support or execute basic marketing tasks such as email blasts, newsletters, social media updates and explore social channels for more effective brand opportunities

·         Collate the information and distribute the sales meeting agenda for weekly meetings on Fridays

·         Support the organization of tradeshows (ordering furniture, electricity, carpet, signage, meeting calendars) and coordinate the tradeshow follow-up (documenting all sales leads and assign to sales representatives) and support the follow-up to sales campaigns

·         Additional support on various tasks such as basic HR support (benefits forms & documents; employee document filing, etc.) and Accounting support (assist with data entry, filing, etc.)

KEY TASKS AND RESPONSIBILITIES:

·         Excellent communication skills both verbally and in written format, requires ability to communication verbally and in writing in an extremely professional manner and with business acumen.

POSITION DETAILS:
This is a full-time non-exempt position that is required to be onsite 100% of the time. Typical schedule Monday – Friday 8am – 5pm in Buellton, CA. Salary Range $34 - $45 / hour.