Executive Assistant

SUCCESS AT WESTERN STATES: Western State's culture is based on passion for our Vision, Mission, and VALUES. We are fiercely committed to SAFETY and sending every employee, safely home, every day. We strive for EXCELLENCE in all we do and are proud to be a "play to win" organization. We act with INTEGRITY in each and every decision we make. Our People and TEAMWORK drive a fun and engaging culture. We are ACCOUNTABLE as individuals and as an organization. We drive INNOVATION by challenging the status quo and embracing change.

ESSENTIAL FUNCTIONS:

Safety

• Actively cares, promotes, manages, and advocates safety at Western States. As a leader and team member in the organization, it is critical to ensure all employees, vendors, and clients have a safe work environment while adhering to all applicable safety policies, procedures and standards.
• Maintains clean/clutter free personal work areas to ensure safe environments for all WSECO employees.
• Adhering to required personal protective equipment (PPE) as identified in safety policy.

Coordination and Administration

• Coordinates individual and group travel arrangements for executives and other employees, as needed. This includes sourcing flight options, booking travel, coordinating ground transportation, hotel accommodations, and other travel related duties to ensure a seamless travel experience.
• Coordinates meetings for large and small groups of attendees. Duties include scheduling participants via outlook calendar, to coordinate meeting rooms or appropriate facilities, preparing agendas, operating audio-visual systems, coordinating food, supplies, and parking accommodations ensuring error free delivery. This includes managing vendors or suppliers to ensure all accommodations and schedule details are met.
• Assists in the resolution of complex, highly sensitive and confidential administrative matters.
• Prepares or proofreads correspondence, reports, documents, booklets, newsletters, or other business communications.
• Provides recommendations for edits and suggestions for clarity of message as appropriate to document and audience; can require copying, binding, and final document preparation for distribution.
• Manages company plane scheduling and coordinates flights with corporate pilot and airports. This includes ground transportation at airports for the passengers as needed and allocations of charges to department as directed.
• Maintains, organizes, and digitally stores confidential company files including contracts and licensing files.
• Develops and maintains tracking system for company contracts to outline deadlines, renewals, requirements, and will require filing, copies and providing company documentation or contract copies on demand.
• Performs initial legal reviews of vendor agreements, corporate contracts, and miscellaneous requests for finance department which can include Certificates of Liability and Continuous Improvement.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assist executive team with various projects and tasks as needed.
• Completes a variety of office duties to include ordering office supplies, keeping coffee filled and brewed, ordering breakroom plates and related supplies, watering plants, and other tasks.

Reconciliation and Transportation

• Accurately codes expenses to the appropriate cost centers for purchases made on behalf of executive team.
• Accounts personal corporate credit card and reconciles many transactions each month to include coordinating vendor payments.
• Driving required for business related duties to vendors and suppliers for transporting food and supplies, as needed.
• Actively cares and advocates safety at Western States. Adheres to all applicable safety policies, procedures and standards.
• Serves as a team member in support of Western States' strategic programs, projects, and initiatives.
• Performs other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

• Ability to work independently performing a wide range of complex and confidential administrative duties accurately and timely.
• Ability to coordinate multiple events and meetings in multiple locations.
• Excellent knowledge and use of all Microsoft computer products (Word, Excel, PowerPoint, Outlook).
• Experience managing to a budget and with multiple deadlines required.
• Ability to arrange, manage, and coordinate all aspects of business travel to meet the specific needs of executives, employees and clientele within the organization.
• Professional level verbal and written communication skills.
• Excellent knowledge and use of Adobe Acrobat DC.
• Experience exercising discretion and confidentiality with sensitive company information
• Ability to multitask, take direction from multiple people, prioritize work and correlate related requests.
• Ability to maintain effective working relationships with others.
• Consistent attendance.

EDUCATION AND EXPERIENCE:

• Proof of high school diploma or General Education Degree (GED) required.
• Ability to obtain or current Notary Public certification required.
• Three years of office administration experience required; executive assistant experience preferred.
• One year minimum experience coordinating large events and meetings required.
• Valid Drivers License and acceptable driving record required.
• Must be able to communicate (speak, read, comprehend, write) in English.

PHYSICAL CHARACTERISTICS:

• Must be able to sit for long periods of time along with walking, standing, climbing stairs, reaching pushing, pulling, learning and twisting.
• Must be able to meet all safety requirements for applicable safety policies.