Executive Office Administrator

Job Description

• Provides operational support in the areas of communication, scheduling, vendor management, human resources, and risk management.  
• Proactively manage and maintain executives’ calendars on a daily, monthly, quarterly, and annual basis to ensure accurate scheduling and prioritization
• Organize, flawlessly plan, and execute onsite, offsite and virtual meetings, events, and conferences
• Establish and streamline administrative and operational processes for the team consistent with corporate policies
• Expense reports: track expenses and prepare expense reports
• Organize travel logistics
• Facilitate effective communications (draft internal communications and announcements, edit documents for accuracy and clarity, create or edit presentations, send internal email communications)
• Administer JG Foundation charitable giving: review grant requests / directed gifts, schedule quarterly meetings, prepare agenda, prepare correspondence, and minutes
• General office administrative support and back-up as needed
• Assist with additional projects as needed and requested
• Contacts database and email list maintenance

• Demonstrate a “can do” mentality.  Work independently and as part of a team.
• Strong written, verbal, and interpersonal communication skills, with the ability to take initiative and `build/maintain meaningful, productive relationships across organization.
• Dependable and able to demonstrate a high degree of confidentiality, integrity and a sense of urgency with highly sensitive issues.
• Be highly proactive and take ownership to anticipate needs and able to manage-up and downstream to ensure deadlines are met timely and accurately.
• Consistently and positively contribute in a small office work environment prioritizing multiple functions and tasks, and managing time efficiently.
• Ensure all relevant or useful information is shared to achieve the best overall outcome.
• Demonstrate a high degree of accuracy and attention to detail of own work.  
• Adapt to changing business needs and shift while remaining calm and composed.
• Excellent problem-solving skills and the ability to think creatively to quickly resolve unexpected issues
• Demonstrate composure, confidence, professionalism, diplomacy

• Maintain excellent office / shareholder / business partner relations through regular personal contact responding to requests, concerns, comments, and questions.
• Comfortable communicating with shareholders on myriad levels (i.e., business inquiries, family inquiries, foundation contributions, family retreat)
• Coordinate preparations for board meetings, retreats, and employee functions
• Manage office vendor accounts / relations
• Answer incoming phone calls and control visitor reception

• Excellent organizational and communication skills
• Effective business writing skills
• High degree of discretion with confidential matters
• Research oriented
• Understanding of office technology (computers, servers, printers, phones, AV)
• Ability to thrive in a small office environment

• 5+ years administrative experience
• Solid skills and knowledge of Microsoft Office (PowerPoint, Excel, Word, Teams) and other business specific tools (e.g. BoardEffect, Publisher, and Outlook) and provide training to others as needed.
• Five (5) days in-office position
• Financial / accounting experience preferred, but not required
• Notary Public certification preferred, but not required.