Job Description

Core Schedule Hours: 9am to 3pm

Position Summary: Request Foods is looking for a part-time Executive Assistant to serve as the primary administrative support for the President/CEO and 2-3 Senior Executives of the Company. The role entails managing executives’ calendars, meetings, key engagements, travel and correspondence. This position also has responsibility for organization of certain corporate events with budgetary responsibility for the events. This individual needs to display competencies in using considerable judgment, and discretion to determine the approach or action to take in non-routine situations, and initiative to relieve the executives of functions that often cannot be brought to the attention of the executive.

Essential Responsibilities:

• Manages the President’s and/or Executives’ daily calendar, meetings, and the scheduling for key engagements.
• Prepares for, schedules, and supports staff meetings, departmental meetings and various other executive team meetings – onsite and offsite; may take notes and follows up on action items related to such meetings. Coordinates all aspects of the offsite meetings – catering, scheduling, IT support, communication etc.
• Coordinates conference calls, video calls, mobile networking and other technology. Provides phone support, email and contact management.
• Manages deliverables to the executives, anticipates needs, initiates action and provides any necessary reporting and information.
• Prepares responses to inquiries on behalf of executive; drafts original and routine correspondence for executive's signature.
• Creates and edits presentations, documents and reports as required.
• Plans and coordinates select company events, including negotiating pricing and contracts, along with managing all aspects of the event logistics.
• Provides administrative support related to Request Foods sponsorships and corporate donations including team member and corporate relationship activities.
• Coordinates the customer onsite experience, including catering, reservations, gift boxes, meeting preparation, guest network passwords, conferencing, etc.
• Coordinates business travel (flights, ground transportation, lodging, conference registration, etc.) and travel expense compilation and submission. Also coordinates company medical travel logistics.
• Develops relationships with key operational contacts, both internal and external. Works closely with the Family office to coordinate certain matters.
• Performs other duties as assigned.

Key Qualifications/Attributes:

To perform this job successfully, an individual must be able to perform each essential duty effectively. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Possesses attributes of ethical behaviors, high personal standards, and sound work ethic. Ability to maintain a high standard of confidentiality.
• Initiates action with a drive to achieve. Self-Confident. Demonstrates initiative. Ability to execute on assigned projects with minimal supervision. Displays high energy with a desire to stay busy and engaged.
• Strong communication and listening skills - Interacting with others through verbal and nonverbal means to present information in an engaging and understandable manner.
• Ability to adapt to changing demands and circumstances without difficulty. Maintaining composure and effectiveness under demanding circumstances. Comfortable with a high degree of change on a variety of levels.
• Utilize personal management skills to effectively complete tasks necessary to the success of the organization in an orderly manner. Strong time management, prioritization and organization skills with keen attention to detail.
• Interacts well with others to achieve goals with minimal conflict and confrontation.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, letter formats and other office procedures and terminology. Technical aptitude with ability to implement best practices including video conferencing, mobile technology, cloud and document sharing, data mining, internet research and more.
• Superior knowledge of the English language including the meaning and spelling of words, rules of composition and grammar.
• Associate’s degree preferred the field of business, communications, or another relevant field of study.
• Experience supporting an executive at the C-Suite level is highly preferred.

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