Executive Assistant Job Description

Position Title: Executive Assistant
Department: Operations
Reports To: Director of Operations

Position Summary:

The Executive Assistant is a critical member of the Operations team, responsible for providing high-level administrative support to the Director of Operations and ensuring the smooth operation of the executive office. This role falls into a very fast-paced environment which demands a high degree of professionalism, discretion, and organizational skills. The ideal candidate will be proactive, detail-oriented, and able to manage multiple tasks and projects with a high degree of autonomy.

This rule is a constant, fluid role that can get pulled in many different directions and require the successful candidate to step in where needed.

Key Responsibilities:

• Executive Support:
  • Manage and maintain Director of Operations schedule, including coordinating meetings.
  • Prepare and review documents, reports, and presentations for the executive.
  • Act as a liaison between the Director of Operations and internal/external stakeholders, ensuring effective communication and timely responses.
  • Handle confidential information with discretion and maintain the highest level of professionalism.
  • Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  • Support planning and help support execution of special events and meetings in coordination with appropriate personnel, ensuring all details are managed meticulously.
  • Technology support and growth (Excel, PowerPoint, Word, Visio, etc.).
  • Understand how to support business and setup for future.
  • Annual planning – short-term/long-term (i.e. Calendar)
• Communication:
  • Draft, edit, and proofread correspondence, reports, and presentations on behalf of the Director of Operations.
  • Manage incoming and outgoing communications, ensuring timely and accurate responses.

• Facilitate follow up on important topics directed by Director level (no directing or authority).
• Support planning and brainstorming for culture initiatives. This includes promotion of the culture committee and assisting in execution of events.
• Assist in creating graphic materials for special projects and manage social media content.

• Project Management:
  • Assist in managing and tracking key projects, ensuring deadlines are met and deliverables are completed.
  • Collaborate with other departments to ensure alignment and execution of strategic initiatives.
  • Help support new concepts and programs.
  • Focus on continuous improvement.
  • Help support Managers in building new concepts and projects.
  • Support implementation and integration initiatives.
• Office Management:
  • Oversee the day-to-day operations of the executive office, including managing office supplies and equipment.
  • Ensure the executive's workspace is organized and efficient, anticipating needs and proactively addressing issues.
• Financial Administration:
  • Manage expense reports, budget tracking, and invoice processing for the Director of Operations.

Qualifications:

• Experience:
  • Proven experience in project management, event coordination, and office administration in a very high-paced environment.
• Skills and Competencies:
  • Exceptional organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.
  • Strong written and verbal communication skills, with a keen eye for detail.
  • High level of proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
  • Ability to work independently with minimal supervision and exercise sound judgment.
  • Strong interpersonal skills, with the ability to build relationships across all levels of the organization.
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Flexibility to adapt to changing priorities and work under pressure.
• Personal Attributes:
  • Proactive, resourceful, and results-oriented.
  • High degree of professionalism and a strong work ethic.
  • Collaborative team player with a positive attitude.
  • Detail-oriented and committed to excellence.

Working Conditions:

• Primarily office-based at both locations – Truly Green Farms and Cedarline Greenhouses.
• May require extended hours, including evenings and weekends, depending on schedules and business needs.