GoTo Foods

Executive Assistant

GoTo Foods Atlanta, GA
GoTo Foods

Executive Assistant

GoTo Foods Atlanta, GA
1 week ago 93 applicants

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Job SummaryThe Executive Assistant provides administrative support to an executive(s) and their team. This position manages calendars, prepares correspondence, coordinates travel arrangements, schedules appointments, creates and refines presentations, processes invoices, organizes and distributes materials, and maintains confidential records.Essential Functions

  • Provides Administrative Support
    • Provides administrative support for day-to-day business activities of an executive(s) and their team.
    • Communicates urgent and priority correspondence and matters in a timely and effective manner to the executive.
    • Composes, prepares, reviews, and/or modifies communications, presentation materials, reports, spreadsheets, and agendas to support an accurate and consistent professional style.
    • Creates, routes, and processes written and verbal correspondence while exercising a high degree of discretion and confidentiality.
    • Creates, organizes, and maintains confidential and specialized files, documents, and records (e.g., organization communications, presentations, correspondence, etc.).
    • Screens calls, prioritizes mail, and monitors follow up items to ensure completion of tasks (e.g., executive(s), team, project assignments, etc.).
    • Conducts research and organizes data for reports, documents, presentations, and projects to conserve executive’s time.
    • Creates and maintains filing and records management systems (e.g., expense reports, etc.).
    • Organizes and plans events and special events, as assigned.
    • Participates in special projects to support the department’s goals.
    • Summarizes content of incoming documents, special information, and meetings to assist the executive(s) in effective management of their time.
    • Works closely with the executive to keep them informed of upcoming commitments, deadlines, and follow up action items.
  • Plans and Coordinates Travel, Meetings, and Logistics
    • Coordinates the executive's calendar to maximize the effective use of their time, as well as allocate time to critical areas as needed.
    • Plans and coordinates meetings (i.e., offsite and onsite), schedules, events, logistics, teleconferences, and conference calls.
    • Prepares agendas and coordinates logistics to support meetings.
    • Organizes materials and distributes to participants prior to meetings.
    • Attends meetings, records meeting minutes, and transforms notes into a defined format for circulation to keep participants well informed.
    • Provides follow up on meeting action items, as appropriate.
    • Plans and organizes travel arrangements with itinerary and reservation (e.g., car, hotel, etc.) details.
  • Processes Invoices and Prepares Reports
    • Prepares, submits, and maintains detailed expense reports to enable expense reimbursement for executive and team members and to ensure accuracy.
    • Maintains and reconciles travel invoices to assure accuracy and timeliness.
    • Prepares and processes purchase orders.
    • Reviews and codes invoices to support expedient processing and accuracy.
    • Monitors and follows up on unpaid bills.
    • Prepares ad hoc and regular monthly and quarterly reports.
    • Conducts research and prepares documentation for special projects and reports.
  • Establishes and Maintains Working Relationships
    • Develops and maintains positive business relationships with associates, vendors, stakeholders, etc. which fosters an environment for mutual respect, understanding, and support.
    • Interfaces with executives, business leaders, and associates to ensure a collaborative environment and to share and gather information.
    • Greets and interacts with visitors to represent the organization in a professional, cordial manner and to provide direction.
    • Interacts with the team to provide support, gather information, coordinate schedules, and prepare materials (e.g., presentations, correspondence, spreadsheets, etc.).
Education

  • H.S. Diploma, Req
  • Associate's Degree, Pref
  • Bachelor's Degree, Pref

Work Experience

  • 4-7 years, Administrative support experience, supporting C-Level Executives, Pref

Skills

  • Advanced proficiency in Microsoft Office Suite
  • Proactive in anticipating the executive's needs and handling situations that may arise
  • Ability to create professional, high quality presentations with appealing style (e.g, font, spacing, color, etc.)
  • Ability to maintain and handle matters of confidentiality with utmost tact and diplomacy
  • Ability to develop and maintain positive business relationships and foster an environment of mutual respect, understanding, and support
  • Ability to anticipate and respond to the needs of stakeholders (e.g, internal and external customers, etc.) in a timely manner
  • Ability to work under time constraints to ensure critical deadlines are met; Ability to professionally deal with non-routine situations and exceptions; Ability to effectively prioritize work
  • Knowledge of company operations, policies, and procedures

CertificationsTravel Requirement

  • Seniority level

    Mid-Senior level

  • Employment type

    Full-time

  • Job function

    Administrative

  • Industries

    Food and Beverage Services

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